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PSA with Tidal Basin Government Consulting, LLC
.A/ 9-303'4.1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND TIDAL BASIN GOVERNMENT CONSULTING, LLC FOR EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES, PURSUANT TO RFP 2019-001-WG This Professional Services Agreement ("Agreement") is entered into this ff day of / sc.s51 , 2019, between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 (the "City"), TIDAL BASIN GOVERNMENT CONSULTING, LLC, a District of Columbia limited liability company, whose primary address is 126 Business Park!Drive, Utica, NY 13502 ("Consultant"). SECTION 1 DEFINITIONS Agreement: This Agreement between the City and CONSULTANT, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. City Manager's Designee: The City staff member who is designated by the City Manager to administer this Agreement on behalf of the City. The City Manager's designee shall be the Public Works Department Director. Consultant: For the purposes of this Agreement, Consultant shall be deemed to be an independent Consultant, and not an agent or employee of the City. Services: All services, work and actions by the Consultant performed or undertaken pursuant to the Agreement. Fee: Amount paid to the Consultant as compensation for Services. Proposal Documents: Proposal Documents shall mean City of Miami Beach RFP No. 2019-001- WG for EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES, together with all amendments thereto (the "RFP"), issued by the City in contemplation of this Agreement, and the Consultant's proposal in response thereto ("Proposal"), all of which are hereby incorporated and made a part hereof; provided, however, that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the RFP; and the Proposal. Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139; telephone number (305) 673-7000, Ext. 6435; and fax number(305) 673-7023. 1 SECTION 2 SCOPE OF SERVICES 2.1 In consideration of the Fee to be paid to Consultant by the City, Consultant shall provide the work and services described in Exhibit "A" hereto (the "Services" or the "Scope of Services"). Although Consultant may be provided with a schedule of the available hours to provide its services, the City shall not control nor have the right to control the hours of the services performed by the Consultant; where the services are performed (although the City will provide Consultant with the appropriate location to perform the_ services); when the services are performed, including how many days a week the services are performed; how the services are performed, or any other aspect of the actual manner and means of accomplishing the services provided. Notwithstanding the foregoing, all services provided by the Consultant shall be performed in accordance with the terms and conditions set forth in the Agreement and the attached Exhibit "A" and to the reasonable satisfaction of the City Manager. If there are any questions regarding the services to be performed, Consultant should contact the following person: Roy Coley Public Works Director 1700 Convention Center Drive (305) 673-7000 x7380 2.2 Consultant shall commence the Services upon written notice to proceed in.the form of a Purchase Order issued by the City and a Consultant Service Order signed by either the City Manager or the Department Director ordering the Services, specifying the specific tasks to be performed by the Consultant for any of the Services under this Agreement. A separate Consultant Service Order and Purchase Order shall be required prior to Consultant's commencement of any Work. Consultant shall have no entitlement to compensation for any Work under this Agreement unless such Services are authorized, at the City's sole discretion, by a Consultant Service Order and a Purchase Order. 2.3 Consultant's Services, and any deliverables incident thereto, shall be completed in accordance with the Scope of Services attached hereto as Exhibit A. SECTION 3 TERM The term of this Agreement ("Term") shall commence upon execution of this Agreement by all parties hereto, and shall have an initial term of THREE (3) YEARS with TWO (2) renewal options of one (1) year each, to be exercised at the City Manager's sole option and discretion, by providing Consultant with written notice of same no less than thirty (30) days prior to the expiration of the initial term. 2 Notwithstanding the Term provided herein, Consultant shall adhere to the Scope of Services for completion and delivery of the Services, attached hereto as Exhibit "A." SECTION 4 FEE 4.1 In consideration of the Services to be provided, Consultant shall be awarded and compensated for all work through individual Consultant Service Orders (Exhibit "B") issued for a particular project, on a"Lump Sum"or"Not to Exceed"fee for provision of the Services, or portions thereof, as may be set forth and described in the Consultant Service Order issued for a particular Project, subject to negotiation between City and Consultant, which shall be in accordance with the established Consultant's Price Form, attached hereto as Exhibit "C". Notwithstanding the preceding, the total fee paid to Consultant pursuant to this Agreement shall be subject to funds availability approved through the City's budgeting process. 4.2 Payment for work completed by the Consultant pursuant to a Consultant Service Order and Purchase Order shall be invoiced on a monthly basis, commencing with the first day of the month following the first full month of service. (A) Payment for verified and authorized work completed shall be made to the Consultant within forty-five(45) calendar days after the date on which a proper invoice is received by the City. (B) The Consultant shall invoice the City pursuant to the cost schedule, attached hereto as Exhibit"C". (C) Travel and per diem costs incurred by the Consultant will be reimbursed by the City without mark-up, in accordance with existing GSA rates for the Miami Beach Area. (D) Other than the rates described herein, and the "Lump Sum" or"Not to Exceed"fee established in the Consultant Service Order, the Consultant shall not be entitled to payment or expenses, fees or other costs incurred at any time and in any connection with performance of work under this Agreement, except for pass through tipping fees. (E) Any Consultant or subcontractor that is identified on the List of Parties Excluded from Federal Procurement and Non-procurement Programs shall not be authorized to perform services as outlined in the Scope of Service and the said Consultant/subcontractor shall not be paid for any services performed. 4.3 Any reimbursable expenses must be authorized, in advance, in writing, by the City Manager or corresponding Department's Director. Invoices or vouchers for reimbursable expenses shall be submitted to the corresponding Department's Director(along with any supporting receipts and other back-up material required to support the amount invoiced, and as requested by the corresponding Department's Director). Consultant shall certify as to each such invoice and/or voucher that the amounts and items claimed as reimbursable are "true and correct and in accordance with the Agreement." Only actual amounts incurred and paid (requiring proof of payment) by the shall be invoiced, without any markups and/or additions. (Remainder of Page Intentionally Left Blank) 3 4.4 INVOICING Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the particular invoice). Invoices shall include a detailed description of the Services (or portions thereof) provided, and shall be submitted to the City at the following address: Accounts Payable Division Finance Department City of Miami Beach 1700 Convention Center Drive, 3rd Floor Miami Beach, FL 33139 SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the Consultant of its violation of the particular term(s) of this Agreement, and shall grant Consultant ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to Consultant. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. Notwithstanding the above, the Consultant shall not be relieved of liability to the City for damages sustained by the City by any breach of the Agreement by the Consultant. The City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its best interest in order to enforce the City's right and remedies against Consultant. The City shall be entitled to recover all costs of such actions, including reasonable attorneys' fees. 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE. ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH, WELFARE OR SAFETY 4 CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR WRITTEN NOTIFICATION TO CONSULTANT, MAY IMMEDIATELY SUSPEND THE SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the Consultant is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION Consultant agrees to indemnify, defend and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death,loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Consultant, its officers, employees, agents, contractors, or any other person or entity acting under Consultant's control or supervision, in connection with, related to, or as a result of the Consultant's performance of the Services pursuant to this Agreement. To that extent, the Consultant shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The Consultant expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Consultant shall in no way limit the Consultant's responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The parties agree that one percent (1%) of the total compensation to Consultant for performance of the Services under this Agreement is the specific consideration from the City to the Consultant for the Consultant's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. [Remainder of Page Intentionally Left Blank] 5 6.2 INSURANCE REQUIREMENTS The Consultant shall maintain and carry in full force during the Term, the following insurance: 1. Consultant Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications); 2. Consultant Professional Liability Insurance in an amount not less than $1,000,000 with the deductible per claim, if any, not to exceed 10% of the limit of liability; 3. Consultant Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included; and 4. Workers Compensation & Employers Liability, as required pursuant to Florida Statutes. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B+" as to management and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All of Consultant's certificates shall contain endorsements providing that written notice shall be given to the City at least thirty (30) days prior to termination, cancellation or reduction in coverage in the policy. The insurance certificates for General Liability shall include the City as an additional insured and shall contain a waiver of subrogation endorsement. Original certificates of insurance must be submitted to the City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. The City shall have the right to obtain from the Consultant specimen copies of the insurance policies in the event that submitted certificates of insurance are inadequate to ascertain compliance with required coverage. The Consultant is also solely responsible for obtaining and submitting all insurance certificates for any sub-contractors. Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities and obligations under this Section or under any other portion of this Agreement. The Consultant shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, Consultant and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. 6 SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000. Consultant hereby expresses its willingness to enter 'into this Agreement with Consultant's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an amount in excess of $10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. Written decisions and/or approvals issued by the City shall not constitute nor be deemed a release of the responsibility and liability of the Consultant (or of any of its officers, employees, sub-consultants, agents, and/or servants), for the accuracy and competency of Consultant's work or Services, nor shall such approval and/or decisions be deemed to be an assumption of such responsibility by the City. All Services provided by Consultant shall be in accordance with all applicable local, state, and federal laws and regulations, and Consultant shall be responsible for all fines and costs incurred by City as a result of any of the Services performed by Consultant that are in violation of local, state, or federal laws and regulations. SECTION 9 DUTY OF CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS; COPYRIGHT; AND CONFIDENTIAL FINDINGS 9.1 DUTY OF CARE With respect to the performance of the work and/or service contemplated herein, Consultant shall exercise that degree of skill, care, efficiency and diligence normally exercised by reasonable persons and/or recognized professionals with respect to the performance of comparable work and/or services. 9.2 COMPLIANCE WITH APPLICABLE LAWS In its performance of the work and/or services, Consultant shall comply with all applicable laws, ordinances, and regulations of the City, Miami-Dade County, the State of Florida, and the federal government, as applicable. To the extent any portion of this Agreement is deemed to be invalid, unenforceable or irreconcilable to any applicable federal law or regulation, the City and Consultant hereby agree to enter into an amendment to this Agreement to bring this Agreement into compliance with said federal law or regulation. 7 9.3 PATENT RIGHTS; COPYRIGHT; CONFIDENTIAL FINDINGS Any work product arising out of this Agreement, as well as all information specifications, processes, data and findings, are intended to be the property of the City and shall not otherwise be made public and/or disseminated by Consultant, without the prior written consent of the City Manager, excepting any information, records etc. which are required to be disclosed pursuant to Court Order and/or Florida Public Records Law. All reports, documents, articles, devices, and/or work produced in whole or in part under this Agreement are intended to be the sole and exclusive property of the City, and shall not be subject to any application for copyright or patent by or on behalf of the Consultant or its employees or sub-contractors, without the prior written consent of the City Manager. SECTION 10 GENERAL PROVISIONS 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal or written notice to Consultant , and at any time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as the City Manager may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to the City Manager, and/or such representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or records relating to all matters covered by this Agreement. Consultant shall maintain any and all such records at its place of business at the address set forth in the "Notices" section of this Agreement. 10.2 [INTENTIONALLY DELETETD] 10.3 ASSIGNMENT, TRANSFER OR SUBCONTRACTING Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager, which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment (unless approved) shall be void. 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the Consultant shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.5 NO DISCRIMINATION In connection with the performance of the Services, the Consultant shall not exclude from participation in, deny the benefits of, or subject to discrimination anyone on the grounds of race, color, national origin, sex, age, disability, religion, income or family status. 8 Additionally, Consultant shall comply fully with the City of Miami Beach Human Rights Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to time, prohibiting discrimination in employment, housing, public accommodations, and public services on account of actual or perceived race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, age, disability, ancestry, height, weight, domestic partner status, labor organization membership, familial situation, or political affiliation. 10.6 CONFLICT OF INTEREST Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County Code, as may be amended from time to time; and by the City of Miami Beach Charter and Code, as may be amended from time to time; both of which are incorporated by reference as if fully set forth herein. Consultant covenants that it presently has no interest and shall not acquire any interest, directly or indirectly, which could conflict in any manner or degree with the performance of the Services. Consultant further covenants that in the performance of this Agreement, Consultant shall not employ any person having any such interest. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising therefrom. 10.7 CONSULTANT 'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW (A) Consultant shall comply with Florida Public Records law under Chapter 119, Florida Statutes, as may be amended from time to time. (B) The term "public records" shall have the meaning set forth in Section 119.011(12), which means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. (C) Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the definition of"Contractor"as defined in Section 119.0701(1)(a), the Consultant shall: (1) Keep and maintain public records required by the City to perform the service; (2) Upon request from the City's custodian of public records, provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes or as otherwise provided by law; (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by law, for the duration of the Agreement term and following completion of the Agreement if the Consultant does not transfer the records to the City; (4) Upon completion of the Agreement, transfer, at no cost to the City, all public records in possession of the Consultant or keep and maintain public records required by the City to perform the service. If the Consultant transfers all public 9 records to the. City upon completion of the Agreement, the Consultant shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Consultant keeps and maintains public records upon completion of the Agreement, the Consultant shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City. (D) REQUEST FOR RECORDS; NONCOMPLIANCE: (1) A request to inspect or copy public records relating to the City's contract for services must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the. Consultant of the request, and the Consultant must provide the records to the City or allow the recordsto be inspected or copied within a reasonable time. (2) Consultant's failure to comply with the City's request for records shall constitute a breach of this Agreement, and the City, at its sole discretion, may: (1) unilaterally terminate the Agreement; (2) avail itself of the remedies set forth under the Agreement; and/or(3) avail itself of any available remedies at law or in equity. (3) A Consultant who fails to provide the public records to the City within a reasonable time may be subject to penalties under s. 119.10. (E) CIVIL ACTION. (1) If a civil action is filed against a Consultant to compel production of public records relating to the City's contract for services, the court shall assess and award against the Consultant the reasonable costs of enforcement, including reasonable attorney fees, if: a. The court determines that the Consultant unlawfully refused to comply with the public records request within a reasonable time; and b. At least 8 business days before filing the action, the plaintiff provided written.. notice of the public records request, including a statement that the Consultant has not complied with the request, to the City and to the Consultant. (2) A notice complies with subparagraph (1)(b) if it is sent to the City's custodian of public records and to the Consultant at the Consultant's address listed on its contract with the City or to the Consultant's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format: (3) A Consultant who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. (F) IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: 10 CITY OF MIAMI BEACH ATTENTION: RAFAEL E. GRANADO, CITY CLERK 1700 CONVENTION CENTER'DRIVE MIAMI BEACH, FLORIDA 33139 E-MAIL: RAFAELGRANADOaMIAMIBEACHFL.GOV PHONE: 305-673-7411 SECTION 11 NOTICES All notices and communications in writing required or permitted hereunder, shall be delivered personally to the representatives of the Consultant and the City listed below or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized overnight delivery service. Until changed by notice, in writing, all such notices and communications shall be addressed as follows: TO CONSULTANT: TIDALBASINGOVERNMENT CONSULTING, LLC 126 Business Park Drive Utica, NY 13502 Attn: Dan Craig, Senior Vice President TO CITY: City Manager's Office City of Miami Beach 1700 Convention Center Drive, 4th Floor Miami Beach, FL 33139 Attn: Jimmy L. Morales, City Manager WITH A COPY TO: City of Miami Beach, Public Works Department 1700 Convention Center Drive Miami Beach, FL 33139 Attn: Roy Coley, Public Works Director Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the date of an acknowledged receipt, or, in all other cases, on the date of receipt or refusal. 11 SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term pr provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 12.3 ENTIRETY OF AGREEMENT The City and Consultant agree that this is the entire Agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. [Remainder of Page Intentionally Left Blank] 12 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: `'WBy: City Clerk Mayor Aksc Date: FOR CONSULTANT: TIDAL BASIN GOVERNMENT CONSULTING, LLC. ATTEST: .i By: I UI 1:/10 . 411 LWetio, Wadi- (5 , im c Print Name and Title nn '',�� w ,4 y • Print Name and Title S,;,b . Vitae PrcJiI Date: qi I 411 • • APPRO\ , rr-j E • fit, . , LC tE ' • r ' . INCORP ORATED 13 EXHIBIT A SCOPE OF SERVICES Statement of Work Required. The selected consultant will provide services designed to support the City's emergency management administrative needs with preparedness, mitigation, response and recovery associated with disaster related events. This support will facilitate the maximization of federal and other funding, and to help the City retain these funds during subsequent project closeouts and audits. The City is requesting support services from the consultant in the following areas: • Support the undertaking of damage assessments to maximize recovery efforts; • Review eligibility issues, and work with the City to develop justifications for submission to FEMA and other applicable agencies; • Assist the City in developing an approach to filing and tracking eligible costs; • Assist in the preparation of project worksheets and web portal submissions based upon actual / estimated costs provided by City departments; • Assist with identifying cost-effective mitigation opportunities and alternatives (Section 404 and 406 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act), and the preparation of documentation to secure funding; • Participate in meetings with FEMA, State of Florida and requisite agencies to negotiate and formulate individual project worksheets and mitigation projects as needed; • Assist departments having difficulty with their project worksheet claims; • Assist in determining if any eligible damages have not been identified and submitted for reimbursement; • Preparation of appeals; • Assist with final inspections, project closeouts and any OIG audits • Assist with recovering costs from any other Federal and State agency programs; • Assist in long-term recovery planning guidance CrisisTrack As part of the overall goal of streamlining damage assessment reporting and tracking procedures, the City has contracted a program called CrisisTrack. This platform integrates well with the existing City GIS system - and generates reports that can interface with many of the other data systems in use by the City and partner agencies. This program is another tracking tool that will ultimately facilitate the reimbursement process, among other necessary processes. 14 ' EXHIBIT B CONSULTANT SERVICE ORDER ("CSO") Service Order No. for services described herein TO: TIDAL BASIN GOVERNMENT CONSULTING, LLC. PROJECT NAME: DATE: Pursuant to the agreement between the City of Miami Beach and Consultant for Emergency Management Administrative Support Services of the City of Miami Beach (RFP No. 2019-001- WG) you are directed to provide the following services: SCOPE OF SERVICES: Per attached proposal dated , to be considered part of this Agreement. Estimated calendar days to complete this work: Days Original Service Order Amount: $ Total From Previous Additional Service Orders: $ Fee for this Service Order is Lump Sum/Not to Exceed amount of: Total Agreement to Date: $ City's Project Date Coordinator/Manager Project Administrator- Date Consultant Date Assistant Director Project Administrator-Director Date 15 EXHIBIT C Consultant's Price Form fSee next pagel 16 CITY OF MIAMI BEACH EMERGE-HEY MANAGEMENT ADMINISTRATIVE SUPPOR r SERVICES, REP 2019-001-WG CITY OF MIAMI BEACH APPENDIX E COST PROPOSAL FORM Position Title Hourly Rate %of Participation Blended Rate Principle $ • 220.00 1% $ 2.20 Project Manager II $ 185.00 5% $ 9.25 Project Manager I $ 165.00 5% $ 8.25 Grants Manager Ill $ 160.00 20% $ 32.00 Grants Manager II $ 135.00 20% $ 27.00 Grants Manager I $ 115.00 20% $ 23.00 Documentation Specialist $ 130.00 15% $ 19.50 Engineer $ 170.00 0% $ Cost Estimator/Assessor $ 155.00 1% $ 1.55 Administration $ 65.00 5% $ 3.25 Quality Assurance Officer $ 165.00 1% $ 1.65 Consultant III $ 170.00 1% $ 1.70 Consultant II $ 155.00 5% $ 7.75 Consultant I $ 125.00 1% $ 1.25 100% $ 138.35 NOTE: The rates listed above are inclusive of labor,benefits;insurances,overhead,administration and profit but does not include travel and per diem costs. Travel and per diem costs will be bill,without mark- up,in accordance with existing GSA rates for the Miami Beach area. 21 ATTACHMENT A RESOLUTION COMMISSION ITEMS AND COMMISSION MEMORANDUM \ l Resolution No: 2019-30841 • A RESOLUTION •OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) 2019-001-WG FOR EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH TIDAL BASIN GOVERNMENT CONSULTING, LLC, THE TOP-RANKED PROPOSER; FURTHER, SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH TIDAL BASIN GOVERNMENT CONSULTING, LLC, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE AN , AGREEMENT WITH HAGERTY CONSULTING, INC., THE SECOND-RANKED PROPOSER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO • EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on July 17, 2013, the Mayor and City Commission adopted Resolution No. 2013- 28249, approving the award of Request for Qualification ("RFQ") No. 065-2013TC for emergency management administrative support services to Tidal Basin Government Consulting, LLC; and WHEREAS, on November 14, 2018, the Mayor and City Commission approved the extension of the above referenced Agreement on a month-to-month basis, for a term not to exceed one (1)year or until the Hurricane Irma funds recovery process is complete, whichever comes first; and WHEREAS, on February 13, 2019, the Mayor and City Commission approved the issuance of RFP No. 2019-001-WG, Emergency Management Administrative Support Services; and WHEREAS, on March 21, 2019, the City Manager, pursuant to LTC No. 163-2019, appointed an Evaluation Committee (the "Committee"), comprised of Georgette Daniels, Financial Analyst III, Department of Emergency Management, Finance Section, City of Miami Beach; Jay Fink, Assistant Director, Public Works Department; and, John Woodruff, Chief Financial Officer, Finance Department, City of Miami Beach; and `r0 WHEREAS, on April 22, 2019, the City received a total of nine (9) proposals from the following firms: Atlys Global Foresight; 'Dewberry Engineers Inc.; Disaster Program & Operations Inc.; Hagerty Consulting, Inc.; ICF Incorporated, L.L.C; Innovative Emergency Management, Inc.; Integrated Solutions Consulting; Mpact Strategic Consulting; and, Tidal Basin Government Consulting, LLC; and WHEREAS, the Committee convened on May 3, 2019, to consider the proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, as well as general information on the scope of services'and a copy of each proposal, and was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP for qualitative factors; and WHEREAS, the Committee's evaluation process resulted in the following order of ranking: • 1St ranked proposer: Tidal Basin Government Consulting, LLC; 2nd ranked proposer: Hagerty Consulting, Inc.; • 3rd ranked proposer(tie): Mpact Strategic Consulting; 3rd ranked proposer(tie): Disaster Program &Operations Inc.; 5th ranked proposer: Dewberry Engineers Inc.; c 6th ranked proposer: Integrated Solutions Consulting; 7th ranked proposer: ICF Incorporated, L.L.C.; 8th ranked proposer: Innovative Emergency Management, Inc; 9th ranked proposer: Atlys Global Foresight; and WHEREAS, after reviewing the results of the evaluation committee process, including proposer qualifications, the City Manager further exercised his due diligence and evaluated the cost submitted by each proposer; and WHEREAS, upon considering both qualitative and quantitative factors, the City Manager recommends that the Mayor and City Commission authorize the Administration to enter into negotiations with Tidal Basin Government Consulting, LLC, the top-ranked proposer; and if the Administration is not successful in negotiating an agreement with Tidal Basin Government Consulting, LLC, authorize the Administration to negotiate an agreement with Hagerty Consulting, Inc., the second- ranked proposer. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager, pursuant to Request for Proposals (RFP) No. 2019-001-WG for Emergency Management Administrative Support Services; authorize the Administration to enter into negotiations with Tidal Basin Government Consulting, LLC, the top-ranked proposer; further, should the Administration not be successful in negotiating an agreement with Tidal Basin Government Consulting, . LLC, authorize the Administration to negotiate an agreement with Hagerty Consulting, Inc., the second- ranked proposer; and, further authorize the Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration. • PASSED AND ADOPTED this 5 day of -77462.-- 2019. Dan Gelber, Mayor e_74 ATTEST: • Rafael . Granado, City Clerk - APPROVED AS TO •�,8,,,,,, FORM&LANGUAGE r •..ey, &FOR EXECUTION tNCORP ORATED; 5 aks0(1.(— c_ "�4R��6�= City Attorney rep� Date Resolutions -C7 D MIAMI BEACH COMMISSION MEMORANDUM TO: - Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: June 5, 2019 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) 2019-001-WG FOR EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES. • RECOMMENDATION Adopt the Resolution. ANALYSIS Over the past several years, the City of Miami Beach has experienced several disaster events with the most recent significant event occurring in 2017 with Hurricane Irma. Although, City staff provides support for the preparation of claims, recovery of costs, administration of projects, appeals, and audits, the completion of these tasks takes significant resources away from staff normal day to day duties. Furthermore, the City is currently seeking public disaster assistance reimbursement through FEMA related to Hurricane Irma. The purpose of this RFP is to select a contractor to provide designated emergency management administrative support services as directed solely by the City. The selected consultant will provide services designed to support the City's emergency management administrative needs with preparedness, mitigation, response and recovery associated with disaster related events. This support will facilitate the maximization of federal and other funding, and to help the City retain these funds during subsequent project closeouts and audits. On July 17, 2013, the Mayor and City Commission adopted Resolution Number 2013-28249, approving the award of Request for Qualification ("RFQ") No. 065-2013TC for emergency management administrative support services to Tidal Basin Government Consulting, LLC as the primary firm, and David Shapiro Disaster Planning & Recovery Consultants, Inc., as the secondary firm. On November 14, 2018, the Mayor and City Commission approved the extension of the above referenced Agreement on a month-to-month basis for a term not to exceed one (1)year, or until the Hurricane Irma funds recovery process is complete, whichever comes first. RFP PROCESS Page 277 of 868 On February 13, 2019, the City Commission approved the issuance of the RFP No. 2019-001- WG, Emergency Management Administrative Support Services, which was issued on February 13, 2019. The Procurement Department issued solicitation notices to 340 firms utilizing www.publicpurchase.com. 107 prospective proposers accessed the advertised solicitation. RFP responses were due and received on April 22, 2019. The City received a total of nine (9) proposals from the following firms: • Atlys Global Foresight • Dewberry Engineers Inc • Disaster Program & Operations Inc • Hagerty Consulting, Inc. • ICF Incorporated, L.L.0 • Innovative Emergency Management, Inc • • Integrated Solutions Consulting • Mpact Strategic Consulting • Tidal Basin Government Consulting, LLC On February 13, 2019, the City Manager appointed the Evaluation Committee via Commission Memorandum. The Evaluation Committee convened on May 3, 2019, to consider proposals received. The Committee was comprised of the following: Georgette Daniels, Financial Analyst III, Emergency Management Department, City of Miami Beach; Jay Fink, Assistant Director, Public Works Department;and, John Woodruff, Chief Financial Officer, City of Miami Beach. The Committee was provided an overview of the project, information relative to the City's Cone, of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on•the scope of services and a copy of each proposal. The Committee was instructed to score each proposal pursuant to the evaluation criteria established in the RFP for considering each respondents based on , its experience/qualifications and approach/methodology to the work required (qualitative factors). The RFP stipulated that costs (quantitative factors) shall not be considered by the Evaluation Committee, but shall be considered by the City Manager in preparing his recommendation to the City Commission. The Committee's evaluation process resulted in the ranking of proposers as indicated in Attachment A, in the following order: 1st- Tidal Basin Government Consulting, LLC 2nd_ Hagerty Consulting, Inc. 3rd- Mpact Strategic Consulting (tied) 3rd- Disaster Program&Operations Inc(tied) 5th- Dewberry Engineers Inc. 6th— Integrated Solutions Consulting 7th— ICF Incorporated, L.L.C. 8th— Innovative Emergency Management, Inc 9th—Atlys Global Foresight A brief description of the top two (2) ranked proposers, as provided in their response to the RFP,follows. Page 278 of 868 Tidal Basin Government Consulting. LLC According to its proposal, Tidal Basin is a leading provider of professional consulting services, including FEMA (PA), Individual Assistance (IA), and Hazard Mitigation Assistance (HMA) program support, CDBG-DR, emergency management, hazard mitigation and evacuation planning, hazard and risk analysis preparedness, long-term recovery planning, altematiye housing, response, and recovery. Tidal Basin has successfully assisted government clients with • emergency managementsupport services across the United States, including State of Hawaii, State of New York, Houston ISD, City of New Orleans, and numerous other agencies within the State of Florida. • Hagerty Consulting. Inc. • According to its proposal, Hagerty is a nationally recognized emergency management and homeland security consulting firm dedicated to helping clients prepare for and recover from disasters. Hagerty has managed over $24 billion in disaster recovery funds over the past 17 years, including the largest portfolio of Section 428 PAAP Pilot Program related-projects in the country. Hagerty offers the City the architects of the strategy used to successfully execute a similar scope of work (SOW) for New York City (NYC) following Hurricane Sandy, which successfully increased federal funding by more than $3 billion above initial FEMA estimates. Hagertys Florida experience includes recovery support for Collier County following 'Hurricane • Irma, the City of Panama.City, Panama City Beach,the Bay District Schools, and the Palm Bay Education Group after the impact of Hurricane Michael. • CONCLUSION I have reviewed the proposals received and the results of the Evaluation Committee process. I believe that the City is fortunate to have received a high number of responses to the RFP. Most of the companies that responded appear to have the qualifications and resources necessary to assist the City with support services in the event of a disaster. In reviewing the qualifications of Tidal Basin, the Evaluation Committee's top-ranked firm, and Hagerty, the second-ranked firm, I find as follows. Tidal Basin has provided.similar services to the City under a current agreement since July 17, 2013. Tidal Basin's expertise is critical as the firm acts as consultant to many municipalities around the country and, in that regard, is well aware of all relevant industry issues regarding the contracting of these services, including regulatory and compliance issues, pricing trends, reporting, planning, as well as FEMA expectations and requirements. The firm's resources available to assist the City are extensive. A firm with •a substantial understanding of FEMA nuances is critical in assuring that the City is reimbursed to the furthest extent possible, and in an expeditious manner..Tidal Basin has demonstrated in past performance, as well as through its proposal, that it possesses the technical and professional skills necessary to continue providing the City emergency management support services. I concur with the Evaluation Committee that Tidal Basin is top-ranked in its experience and capacity to manage the. City's emergency management administration needs. It is encouraging to see Tidal Basin's new approach to innovation, including leveraging new software technology, and a commitment to South Florida, with the establishment of a local office. • Hagerty has provided similar services to those requested by the City to numerous public sector clients. Hagerty has a proven history supporting the management and administration of federal Page 279 of 868 • 1 I recovery funding from over a dozen agencies after a disaster event. Hagerty demonstrated a strong response to numerous Florida clients most recently impacted by Hurricane Irma. The Evaluation Committee was impressed with the firm's use of technology tools, including FEMA portal expertise, and its pre-planning strategy. • Regarding costs, I propose that final costs be negotiated with the firms. In negotiating costs,the City must adhere to the code of federal regulation requirements which shall include establishing a fair and reasonable price for the services based on the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, subcontracting requirements, and rates for similar services in the local area. Adhering to federal guidelines in these matters is critically important to avoid any issues later should the City seek FEMA reimbursement for any services. Therefore, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Tidal Basin Government Consulting, LLC, the top-ranked proposer;further, should the Administration.W,not be successful in negotiating an agreement with Tidal Basin Government Consulting, LLC, authorizing the Administration to enter into negotiations with Hagerty Consulting, Inc., the second-ranked , proposer; and further authorize the Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration and the City Attorney's Office: KEY INTENDED OUTCOMES SUPPORTED Enhance Public Safety and Emergency Preparedness Legislative Tracking Emergency Management/Procurement • ATTACHMENTS: Description . ❑ Resolution • Page 280 of 868 ATTACHMENT B ( SOLICITATION (RFP) AND ADDENDUMS ICP City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139,www.miamibeachfl.iov_ PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 4 RFP 2019-001-WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES April 12, 2019 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers,, or other clarifications and revisions issued by the City. The REP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. • RFP DUE DATE AND,TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Monday, April 22, 2019, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3r Floor, Miami Beach, FL 33139. II. NEW ATTACHMENTS. The following attachment(s) have been added to the RFP. Exhibit A: Sample Task Order III. ANSWERS TO QUESTIONS RECEIVED. Q1: Can I submit the cost proposal form with the entire proposal package? Al: The cost proposal form must be included with the entire proposal package; however, it but must be sealed in a separate envelope. • I Q2-, Should the Cost Proposal be included in an envelope under Tab 4,with the rest of the proposal documents, or is it acceptable to include a reference under Tab 4 directing the. City to the /separate (unattached) envelope containing the Cost Proposal? A2: See response to Q1. Q3: Innovative Emergency Management, Inc. (IEM) is incorporated in Louisiana, with office locations in North Carolina, Louisiana, Maryland, Virginia, New Jersey, Colorado, Florida, Kentucky, Texas, and Puerto Rico. Based on this information, does the moratorium of goods and services from North Carolina and Mississippi companies described in Resolution 2016-29375 apply to IEM? A3: The restrictions in Resolution 2016-29375 refer only to the location from where goods and services are being sourced, not necessarily all company locations. ;ADDENDUM NO.4 . RFP 2019-001-WG I , • Q4: North Carolina repealed parts of HB2 in 2017 after Resolution 2016-29375 was passed and adopted. Has there been an update to the resolution since the changes made to HB2 in 2017? • I A4: No. Q5: Can'the you confirm that proposals are to be delivered to the following address? City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 , , A5: Please deliver proposals to below address: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Attn: RFP 2019-001-WG, Emergency Management Support Services • Q6: Per footnote 1, "Hourly rates shall be all inclusive, including, but not limited to, labor, benefits, insurances, overhead and administration, and profit." Should the hourly rate include travel costs, as well? A6: No. Travel may be reimbursed in accordance with City procedures. Q7: Does the City have an anticipated timeframe for selection and announcement of chosen consultant? A7: To be determined. Q8: Does the City have a preferred Not to Exceed (NTE) cost? A8: Not at this time. Q9: What federal programs does the scope of work consist of, i.e. Public Assistance, HMGP, IA, EMPG etc.? A9: Various. Q10: How many chosen consultants will be selected for this reward? A10: To be determined. Please refer to Section 0200, sub-section No. 19, Determination of Award. I • r ' 2 ADDENDUM NO.4 [ RFP 2019-001-WG Q11: Does the City have an incumbent Consultant in place already? All: Yes, Tidal Basin. Q12: Per the RFP, "In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Sub-section 4 below." How does the City Manager determine which consultants and/or third-parties are appropriate to give recommendations for award? How does the City Manager ensure the procurement is free from real or potential cohflicts of interest when seeking recommendations from consultants and third-parties for award? Al2: The City Manager shall use his due diligence in developing his award recommendation to the City Commission. Q13: Will the City provide training for CrisisTrack at no-cost to the contractor? A13. Yes,, as needed. Q14: The participation percentage calculation of each labor category is task-order specific. Without pricing a sample task order we cannot accurately calculate the . • percentage of participation. Will, Miami Beach remove the requirement for percentage of participation, and the subsequent blended rate column, at the master level, since these calculations are done at the task order level? i A14: Please refer to Exhibit A, Sample Task Order. Q15: In section 0300, page 13, item #4 Financial Capacity, it states that within 3 days of request by the City proposers have to provide a D&B Supplier Qualification Report; however, this section goes on to state "No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet." Please confirm that proposers do not have to include the SQR as part of our proposal submission that is due March 28, 2019? A15: D&B Supplier Qualification Report is not required to be included with the proposal submission. • Q16: The cost proposal form included with the RFP has one column for proposed hourly rates. With this being a 3 year contract, please confirm that vendors can • propose an escalation of the hourly rate for the out years? A16: Please refer to Appendix D, Special Conditions, No. 3. Q17: Does the City have a record keeping system that can be utilized for this EM project? 1 A17: Yes (CrisisTrack, Munis, Telestaff, and WebEOC). Q18: Is the City currently preparing damage assessments and project worksheets to repair damaged infrastructure and utilities? A18: No. All damage assessments and project worksheets have been completed and submitted (4337DR-FL— Hurricane Irma). 3 ADDENDUM NO.4 RFP 2019=001-WG • Q19: Does the City have a list of project priorities for infrastructure activities that. it plans to implement over the next 12 months? A19: Please refer to the Capital Improvement Program on the City's website (www.miamibeachfl.gov). Q20: What types/number of projects is the City currently working on under the FEMA PA program? A20: 25 projects are being submitted for 4337DR-FL— Hurricane Irma. � J Q21: Is the respondent responsible for providing inspection services? A21: No. Q22: Will environmental review services be provided by the City or outsourced? A22: To be determined by project as needed. Q23: Has damage contents and structural repairs begun and will documentation from initial assessments be provided for current project worksheets? A23: Yes. There are no "current project',' worksheets to provide. Q24: How many copies of the cost proposal need to be submitted? A24:`Cost Proposal Form shall be submitted in a sealed envelope included with the original proposal only. Copies of Proposal, as well as electronic versions, shall omit the Cost Proposal Form. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadoAmiamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Sincerely, Al"x Denis P ocurement Director 4 ADDENDUM.NO.4 RFP 2019-001-WG • • • Exhibit A • Sample Task Order • ,• • • • • • { 5 ADDENDUM NO.4 • RFP 2019-001-WG TO: ABC Consulting Pursuant to the Agreement between the City of Miami Beach and the above named firm for EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES RFP 2019-001- WG (the Agreement), you are directed to provide the following scope of services: The City of Miami Beach is requesting ABC Consulting to support Emergency Management with administrative needs in the cost recovery process for any costs related to the recovery of funds from the disaster event ABC Consulting under the direction of Emergency Management will provide tracking of expenses and the training of the City of Miami Beach staff in an actual event. ATTACHMENTS TO THIS WORK ORDER: METHOD OF COMPENSATION: [X]scope of services []time basis not-to-exceed [ ] special conditions [X] me basis-limitation of funds TIME FOR COMPLETION:The services to be provided by the Contractor shall commence upon execution of this Task Order by the parties Effective Date and shall be completed within 24 weeks of the effective date.Failure to meet the completion date may be grounds for Termination of the Agreement ,I t • 1 • Sample Task Order: City of Miami Beach Task Order This Task Order, dated April 12, 2019, pertains to the Agreement by and between ABC Consulting ("Consultant"), and City of Miami Beach, Florida ("Client"), wherein the Consultant shall perform the Services on the Project as provided herein and in the Agreement. This Task Order shall not be binding until it has been properly signed by• both parties. Upon execution, this Task Order shall supplement the Agreement as it applies to the Project described below. TASK•ORDER NUMBER: MB2019-001 PROJECT NAME: Disaster Recovery Services ' I PART 1.0 PROJECT DESCRIPTION: • To provide professional services designed to support the City with emergency management, response, recovery, mitigation, and other support services to assist the City in its recovery from the impacts of Hurricane 2019; • These services are needed to ensure that the City supports comprehensive disaster response and recovery operations, activities, and required programs to expedite the protection of life, property and other public safety concerns; • • The consultant will provide these consultation services to ensure that these services are properly monitored and re.corded to support potential reimbursement from state and federal agencies; • The consultant will provide requested administrative and management needs for preparedness, mitigation, response and recovery efforts associated with disaster related events. This support will facilitate the maximization of potential funding opportunities; expedite the processing of supplemental funding requests and help the City retain awarded amounts funds during subsequent project closeouts and audits; • Participate in activations of the EOC in support'of operations including financial, adri'iinistrative and management initiatives; • Support the undertaking of damage assessments to maximize recovery • efforts; • Review eligibility Issues and work with the City to develop justifications for submission to FEMA and other applicable funding agencies; • Assist the City in developing an approach to filing and tracking event costs; • Assist in the preparation of grants based upon actual and estimated costs provided by City departments; • Assist with identifying cost-effective mitigation opportunities and funding alternatives,and the preparation of documentation to secure funding; • Participate in meetings with the Federal and State agencies to negotiate and formulate individual project formats and mitigation actions as needed; • Assist departments having difficulty with development of event claims; • Assist in determining if all impacts and damages have been identified, reported and considered for supplemental funding reimbursement; • Assist with dispute resolutions and the development and submission formal appeals when required; • Assist with final inspections, project closeouts and any OIG audits; • Assist with fully recovering costs through all funding sources including available insurance and Federal and State disaster aid programs; and • Assist in recovery and resilience planning and guidance development efforts. l i PART 2.0 SCOPES OF BASIC SERVICES TO BE PERFORMED: 1. The consultant will provide personnel, resources, and specialized assets to support ongoing emergent operations as.well as on-going recovery activities. 2. The consultant will participate with City representatives to document , specific requirements, milestones, communication methods, and - quality assurance protocols associated with the provision of requested services. • • The consultant will review current systems, capabilities and capacities while assisting in the assembling a full cost reporting of the City's response efforts relating to, the Hurricane 2019 event. 3. The consultant will document the City's ability to comply with the financial requirements of State and Federal funding programs (FEMA etc.), should supplemental disaster funding become available. 4. The consultant will advise the City on emergency event cost tracking strategies • and financial compliance needs and assist in the development/refinement of operating policy and procedures. 5. The consultant will provide advice and support as directed by City • representative's priorities and goals. PART 3.0 DELIVERABLES: > Basic service activities will be focused on priories outlined during daily • briefings/meetings.As such daily oversight and direction will be focused • • on the protection of allocated budget allowances. Deliverables will include informative interactions and reports as outlined in advance with DEM staff. • PART 4.0 CLIENTS RESPONSIBILITIES: > Provide CONSULTANT with all facilities and documentation necessary to perform basic services and remain reasonably available to answer CONSULTANT questions as needed. • PART 5.0 PERIODS OF SERVICE: Begins when funds authorized within TO- MB2019-001 are exhausted (est. Dec 31 2019) PART 6.0 CONSULTANT'S COMPENSATION FOR SERVICES: Consulting staff for basic services will be invoiced at agreed upon hourly rates plus any applicable expenses. Expenses shall include Lodging, Travel and per diem, in accordance with GSA requirements. • Labor and expenses for this Task Order shall not exceed: $500,000.00 • • • TIDAL IDAL BASTN. Tidal Basin Consulting,LLC. 126 Business Park Drive Utica,New York 13502 Phone:703.683.8551 www.tidalbasingroup.com Jason Crouch,Procurement Contracting Officer City of Miami Beach Procurement Department 1755 Meridian Avenue,3rd Floor Miami Beach,FL 33139 JasonCrouch@miamibeachfl.gov Re:Emergency Management Administrative Support Services,RFP 2019-001-WG Dear Mr.Crouch: Per the request of the City of Miami Beach,FL,Tidal Basin Government Consulting,LLC.provides the City the following updated staffing rates and position descriptions. For more information about our response,please contact Bill Slater at bslater@tidalbasin.rphc.com.Thank you for considering our team's response and we look forward to working with the City of Miami Beach on this important project. " Sincerely, Dan Craig, Senior Vice President cc: Jay J.Fink,P.E.,Assistant Director PUBLIC WORKS DEPARTMENT 1700 Convention Center Drive,Miami Beach,FL 33139 Tel:305.673.7080/Fax:786.394.5472/ JayFink@miamibeachfl.gov 17 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES, REP 2019-001-WG City of Miami Beach-Position Descriptions Responsible for communicating directly with client in the implementation of the engagement(s)as well as resolving any disputes that may arise.Responsibilities include,but are not limited to,assurance that technical,administrative,labor and quality objectives are met in accordance with Al standards.Ability to manage large groups of consultants.Oversees client relationship,serving as liaison with on-site program management team and ensuring that all contractual obligations are met. Education/Experience:Bachelor's degree,preferably in business administration,emergency management,or a professional,technical field with a Minimum of 7 years of related experience or 12 years of supervisory emergency management experience in leu of a degree. Ptpject MaYlag r lE _ Serves as client's primary point of contact for projects that cover a broad range of consulting services, including strategy development,program planning,auditing and evaluation,executive management coaching,policy and regulation development.Provides on-site leadership when necessary.Creates staffing plan to meet identified needs for subject matter expertise.Coordinates the efforts of all principals and subcontractors and may provide guidance and training to team members.Serves as a subject matter expert in in the development of the deliverables.Possesses facilitation and management skills.Assists or leads in the facilitation of discussions and meetings with client.Develops, implements and monitors project scope,methodology,timelines,deliverable and budgets,providing client with regular status updates.Ensures project milestones are achieved. Education/Experience:Bachelor's degree,preferably in business administration,emergency management,or a,professional technical field preferred;Minimum of 6 years of related experience or 10 years of emergency management experience.in lieu of a degree. Pr2Jt Manager I _ a . Serves as clients primary point of contact and/or deputy to Project Manager I for projects that cover a broad range of consulting services,including strategy development,program planning,auditing and evaluation,executive management coaching,policy and regulation development.Provides on-site leadership when necessary.Creates staffing plan to meet identified needs for subject matter expertise. Coordinates the efforts of all principals and subcontractors and may provide guidance and training to team members.Serves as a subject matter expert in in the development of the deliverables.Possesses facilitation and management skills.Assists or leads in the facilitation of discussions and meetings with client.Develops,implements and monitors project scope,methodology,timelines,deliverable and budgets,providing client with regular status updates.Ensures project milestones are achieved. Education/Experience:Bachelor's degree,preferably in business administration,emergency management,or a,professional technical field preferred;Minimum of 4years of related experience'or 6 years of emergency management experience in lieu of a degree. Works with grants/program management team to audit/review and reconcile project worksheets, grants,and related documentation,ensuring uniform application of disaster-specific programs and policy.Advises client of any gaps or discrepancies and works with stakeholders to address and rectify any issues identified.Acts as liaison with key stakeholders.Facilitates compliance with local,state and federal laws,regulations,policies and procedures relating to program implementation.Provides assistance and guidance on payment and closeout issues. Education/Experience:Bachelor's degree in business administration,emergency management, management,professional technical field;.Minimum of 3 years of related ekper.ience,or 5 years of emergency management experience with specialized talent in grant/program management/closeouts may be utilized in lieu of a college degree. Tidal Basin Government Consulting,LLC I www.tidalbasingroup.com 18 CITY Or MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES, REP 2019-cal-Wo 3IZy., ZI;114fr!:;MtAltalMaNil Works with grants/program management team to audit/review and reconcile project worksheets, grants,and related documentation,ensuring uniform application of disaster-specific programs and policy.Advises client of any gaps or discrepancies and works with stakeholders to address and rectify any issues identified.Acts as liaison with key stakeholders.Facilitates compliance with local,state and federal laws,regulations,policies and procedures relating to program implementation.Provides assistance and guidance on payment and closeout issues. Education/Experience:Bachelor's degree in business administration,emergency management, management,professional technical field;Minimum of 2 years of related experience or 4 years of emergency management experience with specialized talent in grant/program management/closeouts may be utilized in lieu of a college degree Works with grants/program management team to audit/review and reconcile project worksheets, grants,and related documentation,ensuring uniform application of disaster-specific programs and policy.Advises client of any gaps or discrepancies and works with stakeholders to address and rectify any issues identified.Acts as liaison with key stakeholders.Facilitates compliance with local,state and federal laws,regulations,policies and procedures relating to program implementation.Provides assistance and guidance on payment and closeout issues. Education/Experience:Bachelor's degree in business administration,emergency management, management,professional technical field;Minimum of 1 year of related experience,or 3 years of emergency management experience with specialized talent in grant/program management/closeouts may be utilized in lieu of a college degree. Will perform general engineering review of various infrastructure and facilities,conduct field assessments,gather and review technical data and documents,develop clear methodologies for remediation implementation. and work experience. Education/Experience:5+years of experience working with various building systems and facilities which may be deemed complex such as campus environments.Strong technical and background knowledge associated with building maintenance,architectural,structural,MEP.BS degree in engineering or the demonstrated equivalent combination of education,technical training Bachelor's degree/Certification in IT/computer information systems/programming or related professional technical field. Prepare cost estimates for damage buildings,construction projects,or services;assist in the analysis of bids and construction plans for necessary compliance requirements;assist in the management of bidding on or determining price of product or services.May specialize according to service performed. Education/Experience: Knowledge of arithmetic,algebra,geometry,calculus,statistics,and their applications.;Knowledge of business and management principles involved in strategic planning, resource allocation,production methods,and insurance adjustment if required. dcIlrC1W6fVSPel01 :, . �� _ KV..2..W..,,.a484,°" Will provide expertise in document review,client support,emergency response,incident management and crisis management strategies through the review and support of documentation and client interaction. Will assist in document collection,client support,and conduct research and analysis based on client needs. Education/Experience: BA,or an equivalent combination of education, training,and experience. Tidal Basin Government Consulting,LLC I www.tidalbasingrcup.com ii 19 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES, REP 2019.001-WG �3v - '" s �, �, �.�. r ,�. y '>a mat *'a`-a ��.` ' aCrnt4llSfta lcitrn Ax, ?;.a�i ,.gym. .. ... ',.,.` .fx':, ld,, .a a.., . ; .. Provides administrative support to the disaster recovery team,including inputting relevant data into the project's and/or client's database as required. Preparation of meetings and other sessions, documentation of meeting results.Supports the development of all materials necessary for meetings and other sessions,including agendas and support materials.Assists with documentation,tracking,and reporting requirements.Education/Experience:Associate's degree(preferred) in business administration or related professional field; Minimum of 1 year of related experience or 3 years direct administrative support in lieu of a degree. Employee or candidate will possess experience in the emergency management field,construction, engineering,demonstrate prior experience,knowledge and direct,explicit application of several fields to which the assessment addresses. Specialists will also demonstrate an overall understanding and comprehension of overall content in the assessment and possess prior review experience across various industries such as finance and building.The Individual will collect,analyze,organize, and summarize data gathered via assessments and documentation; Perform extensive reviews of complete assessment documentation including, but not limited to building systems,emergency plans, operational plans,insurance policies and procurement policies.Individual will consult with applicable management personnel and subject matter experts to ensure compliance and advance proper documentation and all associated data to permanent repository. Responsible for tracking progress and deadlines while assisting in preparation of reports and summaries throughout the entirety of project. Will have had progressively responsible experience in projects requiring research and analytical-based work. Education/Experience: At least 5 years of experience in addition to a bachelor's degree or demonstrated equivalent combination of education,technical training and work experience. Works with Project Manager to lead a team of consultants or experts. Utilizes specialized knowledge to develop and deliver customized services for the client. Uses expertise to guide the client and the Project Manager on full-service preparedness, recovery,response,and mitigation services. Focuses on specialized and high-performance work that requires more experience and the supervision of team- members. May support the Project Manager in development of project plans and schedules and manages the achievement of program deliverables.Education/Experience:Bachelor's degree in related field. As an alternative,an additional 2 years of experience and a certificate or accreditation in the field can be substituted for degree. 8 or more years of experience in the field and 2 years of management or supervisory experience. An advanced degree may be substituted for 5 years of experience. Wr4SLiln�tbiia a ..:a y . Executes aspects of the project with direction from either the Senior Consultant or the Project Manager. Maintains own action plan to complete deliverables. Utilizes expertise to contribute to the development of deliverables to meet client's objectives. Education/Experience:Bachelor's degree in related field. As an alternative,an additional 2 years of experience and a relevant certificate or accreditation(i.e.certified HAZMATTechnician,Certified Associate Emergency Manager)ih the field can be substituted for a bachelor's degree. At least 5 years of experience in the field. Contributes to the development of deliverables and assists the project team in accomplishing project activities. Work completed at the direction of the Senior Consultant or Project.Manager. Education/Experience: Bachelor's or Associate degree in related field;2-3 or more years of experience or a bachelor's degree in a related field. As an alternative,an additional 2 years of experience and a certificate or accreditation in the field can be substituted for degree. Tidal Basin Government consulting,LLC I www.tidaibasingroup.com 20 I I RFP 2019-001-WG ISample Task Order: Planning (Al) Position #of Staff Hrs/Day #of Days Hourly Rate Labor Total Expense Extended Total Gen Labor $ $ $ $ Stage Hand $ • $ $ $ Admin I $_ / $ $ $ Admin II $ $ $ $ Office Manager $ $ $ $ Coordinator $ $ $ $ Jr.Associate I $ - $ $ $ Subject Matter Expert I $ $ _ $ $ • Jr.Associate II $ $ $ $ Sr.Associate I $ $ $ $ ,- Sr.Associate H $ $ - $ - $ Subject Matter Expert II $ $ $ $ - Operations Manager $ $ $ $ Sr.Associate III $ $ - • $ $ Associate I - $. $ $ $ Managing Associate II $ $ $ $ Sr. Consultant $ $ $ $ Principal Associate $ $ $ $ Subject Matter Expert III $ $ $ $ Managing Associate III $ $ $ $ Sr.Coordinator $ $ $ $ ' Sr.Subject Matter Expert I $ $ $ $ Program Manager $ $ $ $ Sr.Subject Matter Expert $ $ $ $ . ' Principal Sr.Associate/Sr. Facilitator $ $ $ $ Photographer(Per Day Charge) $ $ $ $ )Al Grand Totals $ $ $ • Pagel _ 1 2 _'_-____- __ _ ____-- ! ' 1 | Sample Task Order: City Operatipns (A2) ` LaborExtended Position #mrs�a� mna/oa� #nro�ns HourlyTotalExpenseTotal ' � Gen Labor $ $ $ $ | • Stage Hand - $ $ ~ $ |$ xdmmz ~ • . $ $ $ $ ' Admin II $. ' $ $ . $ Office Manage $ $ $ ` $ Coordinator $ $ $ $ Jr. Associate I $ $ $ $ Subject Matter Expert I $ $ $ $ ' _ Jr.Associate II $ $ $ ' $ Sr. Associate I $ $ $ $ , . Sr. Associate II $ $ $ $ su�e�Maua,sxpe�oc $ $ $ $ Operations Manager $ $ $ $ Sr.Associate III - $ $ $ $ - Associate $ $ $ $ �Managmox,snc�ue� $ $ $ $ Sr. Consultant $ $ $ $ Principal Associate $ ' $ $ $ ' Subject Matter Expert III $ $ $ ' $ Managing Associate III $ $ $ $ Sr. Coordinator $ $ $ $- sr. subjectmouarsxnertz $ $ $ $ ~ �pn,on,mManager $ $ $ $ . Sr. Subject Matter Expert $ $ $ $ Prindpal Sr.Associate/Sr. Facilitator ' $ $ $ $ Photographer(Per Day Charge) ' $ ' $ ' $ $ A2 Grand Totals $ $ $ Page 2 . : ` ' |� ` . ' - , � - ' `i . ` , � ^' Sample Task Order: Community Outreach (A3) Position #of Hrs/Day #of Days Hourly Rate Labor Total Expense Extended Total • Staff _ Gen Labor $ $ $ $ Stage Hand $ $ $ $ Admin I $ $ $ $ Admin II $ $ $ $ Office Manager $ $ $ $ Coordinator $ $ $ $ Jr: Associate I $ $ $ $ Subject Matter Expert I $ $ $ $ Jr. Associate II $ $ $ - $ Sr. Associate I $ —$ $ Sr. Associate II $ $ $ $ • Subject Matter Expert II $ $ $ $ Operations Manager $ $ $ $ Sr. Associate III Photographer(Per Day Charge) $ $ $ $ A3 Grand Totals $ $ $ Page 3 • I Sample Task Order:-Community/Collection Recovery Centers (A4) Position # of Staff Hrs/Day # of Days Hourly Rate Labor Total Expense Extended Total . Gen Labor $ $ $ $ Stage Hand • $ $ $ $ r Admin I $ $ $ $ - Admin II $ $ $- . $ Office Manager $ - - $ $ $ Coordinator $ $ $ $ Jr. Associate I $ $ $ $ Subject Matter Expert I $ $ - $ - $ '' Jr. Associate II $ $ $ $ . Sr. Associate I $ $ $ $ Sr. Associate II $ $ $ $ Subject Matter Expert II $ $ $ $ Operations Manager $ $ $ $ Sr. Associate-III $ $ $ $ Photographer(Per Day $ $ $ Charge) iA4 Grand Totals $ $ $ Page 4 I • Sample Task Order: Recovery (A5) Position # of Staff Hrs/Day # of Days Hourly Rate Labor Total Expense Extended Total ` Gen Labor $ $ $ $ Stage Hand $ $ $ , $ Admin I $ $ $ $ Admin II $ $ $ $ Office Manager $ $ $ $ Coordinator $ $ $ $ Jr. Associate I $ $ $ $ Subject Matter Expert I $ $ $ $ Jr. Associate II $ _ $ $ $ Sr. Associate I $ $ $ $ Sr. Associate H $ $ $ $ Subject Matter Expert II $ $ $ $ Operations Manager $ $ $ $ _ Sr. Associate III $ $ $ $ Associate I $ $ $ $ Managing Associate II $ --- $ $ $ Sr. Consultant $ $ $ $ Principal Associate $ $ $ $ Subject Matter Expert III $ $ $ $ Managing Associate III $ $ $ $ . _ Sr, Coordinator — $ $ - $ $ - Sr. Subject Matter Expert I $ $ $ $ Program,Manager _$ $ $ , $ Sr. Subject Matter Expert $ $ $ ' $ Principal Sr.Associate/Sr. $ $ $ $ Facilitator Photographer(Per Day Charge) $ $ $ - $ A5 Grand Totals 1 - Page 5 • Sample Task Order Cost Summary Item Support Section Labor Expenses Total Al Planning A2 City Operations $ $ $ Community Outreach $ $ $ A3 Community/Collection Recovery $ $ $ A4 Centers A5 Recovery $ $ $ Cost Summary Grand Totals- Page 6 • • C , J M1AMIBEACH •City of Miami Beach, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139,www.miamibeachfl. iov PROCUREMENT DEPARTMENT Tel: 305-673.7490. ADDENDUM NO. 3 RFP 2019-001-WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES April 5, 2019 This Addendum .to the. above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). i I. MODIFICATIONS. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00' PM, on Thursday, April 18, 2019, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139.. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(c�miamibeachfl.gov. Procurement Contact: Telephone: • Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch©miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. • I Si ly, Faye ylexD ni rocur ' ent Director • • I ' ADDENDUM NO.3 RFP 2019-001-WG MIAMIMACH City of Miami Beach, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139,www.miamibeachfl.ciov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 2 RFP 2019-001-WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES March 28, 2019 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00. PM, on Thursday, April 11, 2019, at the•following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(a�miamibeachfl.gov. Procurement Contact:. Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Si r y, a____t_ pot_ . exD is' Procurement Director if ADDENDUM NO..2 RFP 2019-001-We ♦ y LAM! BEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov PROCUREMENT.DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 1 RFP 2019-001-WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES March 21, 2019 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City.,The. RFP is • amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Thursday, April 4, 2019, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3` Floor, Miami Beach, FL 33139.. Additional questions received will be answered\ in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelG ranadomiamibeachfl.gov. • Procurement Contact: Telephone: ' Email: . Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Since ;, �t a Alex eni-. Pro ureme t Director ADDENDUM NO.1 RFP 2019-001-WG REQUEST FOR PROPOSALS (RFP) EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 2019-001-WG RFP ISSUANCE DATE: FEBRUARY 14, 2019 PROPOSALS DUE: MARCH 28, 2019 AT 3:00 PM ISSUED BY: MIAMIBEACH Jason Crouch, Procurement Contracting Officer II PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3r8 Floor, Miami Beach, FL 33139 305.673.7000 x 6694 j jasoncrouch@miamibeachfl.gov I www.miamibeachfl.gov MIAMI BEACH TABLE OF CONTENTS - SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS 3 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 12 0400 PROPOSAL EVALUATION 15 APPENDICES: PAGE APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE AND AFFIDAVITS 17 APPENDIX B "NO PROPOSAL" FORM. 24 APPENDIX C STATEMENT OF WORK 26 APPENDIX D SPECIAL CONDITIONS 28 APPENDIX E COST PROPOSAL FORM 30 APPENDIX F INSURANCE REQUIREMENTS 32 APPENDIX G SAMPLE CONSULTANT SERVICE ORDER FORM 34 APPENDIX H UNIFORM GUIDANCE PROCUREMENT STANDARDS 36 2 CFR 200.317-200.326 • RFP 2019-001 WG 2 MIAMI BEACH, SECTION 0200 INSTRUCTIONS TO RESPONDENTS&GENERAL CONDITIONS 1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently,the successful Proposer(s) (the"contractor[s]")if this RFP results in an award. The,-City utilizes PublicPurchase (www.Dublicourchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective Proposer who has received this RFP by any means other than through PublicPurchase must register'immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The purpose of this RFP is to select a consultant (s) to provide'designated emergency management administrative support services as directed solely by the City. The selected consultant(s) will provide services designed to support the City's emergency management administrative needs with preparedness, mitigation, response and recovery associated with disaster related events. This support will facilitate the maximization of federal and other funding, and to help the City retain these funds during subsequent project closeouts and audits. Over the past several years, the City of Miami Beach has experienced several disaster events with the most recent significant event occurring in 2017 with Hurricane Irma. Although, City staff provides support for the preparation of claims, recovery of costs, administration of projects, appeals, and audits, the completion of these tasks takes significant resources away from staff normal day to day duties. The City is currently seeking public disaster assistance reimbursement through Federal Emergency Management Agency(FEMA)related to Hurricane Irma. 3.ANTICIPATED RFP TIMETABLE.The tentative schedule for this solicitation is as follows: RFP Issued February 14,2019 Pre-Proposal Meeting ' Not Applicable Deadline for Receipt of Questions March 18,2019 BY 5:00PM Responses Due March 28,2019 BY 3:00PM Evaluation Committee Review TBD Proposer Presentations TBD. Tentative Commission Approval Authorizing TBD Negotiations Contract Negotiations Following Commission'Approval 3 RFP 2019-001-WG MIAMI BEACH 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact Telephone: Email: Jason Crouch 305 673-7000 x6694 'asoncrouch • miamibeachfl.•ov dditionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado aPmiamibeachfl.gov; or via facsimile: 786-394-4188. The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten(10)calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 5. PRE-PROPOSAL MEETING OR SITE VISIT(S).Only if deemed necessary by the City, a pre-proposal meeting or site visit(s) maybe scheduled. A Pre-PROPOSAL conference will be held as scheduled in Anticipated RFP Timetable section above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue,3rd Floor Miami Beach, Florida 33139 ' Attendance (in person or via telephone) is encouraged and recommended as, a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 5804578 • Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this RFP expressing their intent to participate via telephone. 6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre- submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through PublicPurchase: Any prospective proposer who has received this RFP by any means other than through PublicPurchace must register immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal.Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. CONE OF SILENCE. This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with,a copy to the City Clerk at rafaelgranado anmiamibeachfl.gov RFP 2019-001 WG 4 MIAMI BEACH; 8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: http://web.miamibeachfl.qov/procurement/scroll.aspx?id=79113 • CONE OF SILENCE CITY CODE SECTION 2-486 • PROTEST PROCEDURES CITY CODE SECTION 2-371 • DEBARMENT PROCEEDINGS ` ' CITY CODE SECTIONS 2-397 THROUGH 2-485.3 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406 • CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487 • CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES CITY CODE SECTION 2-488 • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR CITY CODE SECTION 2-373 DOMESTIC PARTNERS • LIVING WAGE REQUIREMENT CITY CODE SECTIONS 2107 THROUGH 2110 • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY CITY CODE SECTION 2-374 VETERANS AND TO STATE-CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISES • FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS,FAVORS&SERVICES CITY CODE SECTION 2-449 9. PUBLIC ENTITY CRIME. A person or affiliate who has been placed on the convicted vendor list following a • •conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess.of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the.convicted vendor list. 10. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS. This RFP is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation,disqualification of their responses, in the event of such non-compliance. 11. DEBARMENT ORDINANCE: This RFP is subject to, and all proposers are expected to be or become familiar with,the City's Debarment Ordinance ascodified in Sections 2-397 through 2-406 of the City Code. 12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS. This RFP is subject to, and all I?roposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that allapplicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their responses, in the event of such non-compliance. 13. CODE OF BUSINESS ETHICS. Pursuant to City Resolution No.2000-23879,the Proposer shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. 14.AMERICAN WITH DISABILITIES ACT(ADA). Call 305-673-7490 to request material in accessible format; sign language interpreters(five (5)days in advance when possible),or information on access for persons with.disabilities. For more information on ADA compliance, please call the Public Works Department, at 305-673- 7000, Extension 2984. RFP 201 9-001-WG 5 r MIAMI BEACH, 15. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the deadline,for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Proposers through PublicPurchase. 16. PROTESTS. Proposers that are not selected may protestany recommendation for selection of award in accordance with eh proceedings established pursuant to the City's bid protest procedures, as codified in Sections 2- 370 and 2-371 of the City Code (the City's Bid Protest Ordinance). Protest not timely made pursuant to the requirements of the City's Bid Protest Ordinance shall be barred. 17. JOINT VENTURES. Joint,Ventures are not allowed. Proposals shall be submitted only by the prime contractor: Proposals may, however, identify other sub-contractors or sub-consultants to the prime Proposer who may serve as team members. 18.VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City Code Section 2-374,the City shall give a preference to a responsive and responsible Proposer which is a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the lowest responsive, responsible proposer, by providing such proposer an opportunity of providing said goods or contractual services for the lowest responsive proposal amount (or in this RFP, the highest proposal amount). Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more proposers which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise constitute the lowest proposal pursuant to an RFP or oral or written request for quotation, and such proposals are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service-disabled veteran business enterprise. 19. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1)The ability,capacity and skill of the Proposer to perform the contract. (2)Whether the Proposer can perform the contract within the time specified,without delay or interference. (3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer. (4)The quality of performance of previous contracts. (5)The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City,or it may also reject all Proposals. 20. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. RFP 2 1 WG 6 MIAMI BEACH 21. POSTPONEMENT/CANCELLATION/ACCEPTANCE/REJECTION. The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, responses; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP, or in any responses,received as a result of this RFP. Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one-hundred twenty(120)calendar days after proposal opening date.A proposer may withdraw its proposal after expiration of one hundred twenty (120) calendar days from the date of proposal opening by delivering written notice of withdrawal to the Procurement Department prior to award of the contract by the City Commission. 22. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations,will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 23.COSTS INCURRED BY PROPOSERS.All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense)of the Proposer,and shall not be reimbursed by the City. 24. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 24. OCCUPATIONAL HEALTH AND SAFETY. In compliance with Chapter 442, Florida Statutes, any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this proposal must be accompanied by a Material Safety Data Sheet(MSDS)which may be obtained from the manufacturer. 25. ENVIRONMENTAL,REGULATIONS. The City reserves the right to consider a proposer's history of citations and/or violations of environmental regulations in investigating a proposer's responsibility, and further reserves the right to declare a proposer not responsible if the history of violations warrant such determination in the opinion of the City. Proposer shall submit with its proposal, a complete history of all citations and/or violations, notices and dispositions thereof. The non-submission of any such documentation shall be deemed to be an affirmation by the Proposer that there are no citations or violations. Proposer shall notify the City immediately of notice of any citation or violation which proposer may receive after the proposal opening date and during the time of performance of any contract awarded to it. 26.TAXES.The City of Miami Beach is exempt from all Federal Excise and State taxes. 27. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and all instructions pertaining to the goods and services relative to this RFP. Failure to do so will be at the Proposer's risk and may result in the Proposal being non-responsive. 28. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and found to comply with contract, specifications, free of damage or defect, and are properly invoiced. Invoices must be consistent with Purchase Order format. RFP 2019-001-WG 7 MIAMI BEACH, 29. COPYRIGHT, PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors,and/or agents, from liability of any nature or kind, including cost and expenses for,or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the proposal prices shall include all royalties or cost arising from the use of such design, device,or materials in any way involved in the work. 30. DEFAULT: Failure or refusal of the selected Proposer to execute a contract following approval of such,contract by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result in a claim for damages by the City and may be grounds for removing the,Proposer from the City's vendor list. 31. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from responsibility. Proposer agrees that the services provided shall be provided by employees that are educated,trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a material breach of this contract. Where consultant is required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of any contract resulting from this solicitation, the consultant will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all applicable laws. The consultant shall be liable for any damages or loss to the.City occasioned by negligence of the Proposer, or its officers, employees, contractors,and/or agents,for failure to comply with applicable laws. 32. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 33. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. RFP 2019-001-WG 8 MIAMI BEACH 34. DEMONSTRATION OF COMPETENCY. The city may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) in making an award that is in the best interest of the City, including: A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract. B. Proposals will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this solicitation. C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this solicitation. D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and well established'company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of the City. F.The City may require Proposer s to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality,packaging,and characteristics of the products to be supply to the City. 35. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power toexecute such contract, to any person,company or corporation,without the prior written consent of the_City. 36. LAWS, PERMITS AND REGULATIONS. The Proposer,shall obtain and pay for all licenses, permits, and inspection fees required to complete the work and shall comply with all applicable laws. 37. OPTIONAL CONTRACT USAGE. When the successful Proposer(s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 38. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 39. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this solicitation;then. B. Addendum issued for this solicitation,with the latest Addendum taking precedence;then C. The solicitation;then D. The Proposer's proposal in response to the solicitation. RFP 2019-001-WG 9 MIAMIBEACH 40. INDEMNIFICATION.The Proposer shall'indemnify and hold harmless the City and its officers,employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the consultant or its employees, agents, servants, partners, principals or subcontractors. The consultant shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City,where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The Proposer expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its'officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. 41. CONTRACT EXTENSION. The City reserves the right to require the Consultant to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded.Additional extensions past the 120 days may occur as needed by.the.City and as mutually agreed upon by the City and the contractor. 42. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art.1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier. Additionally, Consultant agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and!necessarily would'be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the,records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt,from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the :public agency all public records in possessiorIof the consultant upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the.information technology systems of the public agency. . 43.OBSERVANCE OF LAWS. Proposers are expected to be familiar with, and comply with,all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated by this RFP (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibilityy for compliance. 44. CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member(spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%)percent or more in the Proposer entity or any of its affiliates. • RFP 2019-001-WG 10 MIAMI BEACH 45. MODIFICATION/WITHDRAWALS OF PROPOSALS.A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 46. EXCEPTIONS TO RFP. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the RFP to which Proposer took exception to(as said term and/or condition was originally set forth on the RFP). 47.ACCEPTANCE OF GIFTS, FAVORS,SERVICES. Proposers shall not offer any gratuities, favors,or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. 48. SUPPLEMENTAL INFORMATION. City.reserves the right to request supplemental information from Proposers at any time during the RFP solicitation process, unless otherwise noted herein. 49. ADDITIONAL ITEMS / SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ("items"), it is hereby agreed and understood that the City may require additional items to be added to the Contract which are ancillary or supplemental to the items"specified herein and required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for the.additional items. If these quote(s) are determined to be fair and reasonable, then the additional items will be awarded to the current contract vendor(s) through either a Purchase Order(or Change Order if Purchase Order already exists)or an amendment to the Contract.Additional items with a cumulative value of$50,000 or less may be approved by the City Manager. City Commission approval is required for additional items with a cumulative value greater than $50,000. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. Balance of Page Intentionally Leff Blank RFP 2019-0O1 WG 1 1 MIAMI BEACH; SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED RESPONSES. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals.Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. 2.LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. 3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. TAB 1 Cover Letter 1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the purposes of this solicitation. 1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed. TAB 2 Experience&Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing emergency management support services for similar type disaster events to municipalities/government including FEMA preparation of federal grants. (Local experience within the State of Florida is preferred). For each project that the proposer submits as evidence of similar experience for the firm or any principal, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s)and term of engagement. 2.1.1. Client References. Submit verifiable evidence of the prime proposer's and/or its principal's past experience in providing the scope of serviced similar as identified in this solicitation, including experience in providing emergency management support services for similar type disaster events to municipalities/government including FEMA preparation of federal grants. For each project that the Proposer submits as evidence of similar experience for the firm and/or any principals,the following is required: project description, agency name, agency contact,contact telephone& email, and year(s) and term of engagement. For each project, identify whether the experience is for the firm or for a principal (include name of principal). RFP 2019-001-WG 12 MIAMI BEACH 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for this project if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications for both firms and individuals. For individuals, a resume, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract TAB 3 Approach and Methodology 3.1 Submit detailed information on how Proposer plans to support the undertaking of damage assessments to maximize recovery efforts required by the scope of services, including detailed information, as applicable, which addresses, but need not be limited to: • Review eligibility issues, and work with the City to develop justifications for submission to FEMA and other applicable agencies; • Assist the City in developing an approach to filing and tracking eligible costs; • Assist in the preparation of project worksheets and web portal submissions based upon actual I estimated costs provided by City departments; • Assist with identifying cost-effective mitigation opportunities and alternatives (Section 404 and 406 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act), and the preparation of documentation to secure funding; • Participate in meetings with FEMA, State of Florida and requisite agencies to negotiate and formulate individual project worksheets and mitigation projects as needed; • Assist departments having difficulty with their project worksheet claims; • Assist in determining if any eligible damages have not been identified and submitted for reimbursement; • Preparation of appeals; • Assist with final'inspections, project closeouts and any OIG audits • Assist with recovering costs from any other Federal and State agency programs; • Assist in long-term recovery planning guidance 3.2 Value-Added Services. Provide details on any unique or value-added services that Proposer can provide. For each service identified, provide details on where, to whom and under what conditions.the services have been provided. TAB 4 Cost Proposal (SUBMIT IN A SEPARATE ENVELOPE) Submit a completed Cost Proposal Form (Appendix E). Quantitative factors shall not be considered by the Evaluation Committee.Quantitative factors will be considered by the City Manager in preparing his recommendation to the City Commission.In considering quantitative factors,the City Manager may also consider any feedback or information provided by staff,consultants or any other third-party in developing an award recommendation in accordance with Sub-section 4 below. 4. FINANCIAL CAPACITY. Within three (3) business days of request by the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report(SQR)directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report from D&B at: https://supplierportal.dnb.com/webapp/wcs/stores/servletlSupplierPortal?storeld=11696 RFP 2019-001-WG 13 MIAMI BEACH! Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun &Bradstreet at 800-424-2495. 5. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). The City reserves the right to request any documentation omitted,with exception of the Cost(as applicable) Proposal Form (Appendix E), Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A), and Bid Bond (if applicable). Submittals received that do not include the Cost/Revenue Proposal Form, completed as required and fully executed, or Bid Bond (if applicable) shall be deemed non-responsive. Bidder must submit any omitted documentation within three (3) business days upon request from the City, or the bid may be deemed non- responsive. Non-responsive bid packages will receive no further consideration. • RFP 2019-001-WG 14 SECTION 0400 PROPOSAL EVALUATION - 1. EVALUATION OF PROPOSALS. All responsive proposals will be evaluated in accordance with this section. If more than one proposal is received, the City Manager may appoint an Evaluation Committee to consider and provide feedback on the qualitative factors of each proposal. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. In the evaluation of proposals, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. Failure to provide the requested information within the time prescribed may result in the disqualification of proposal. 2. QUALITATIVE FACTORS (QUALIFICATIONS, SCOPE AND APPROACH). The Evaluation Committee •shall not consider quantitative factors (e.g., cost, veteran's preference, prior volume of work received) in its review of proposals. The Evaluation Committee shall act solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Sub-section 3 below. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the following criteria. Qualitative Criteria Maximum Points Experience and Qualifications 60 Approach and Methodology 40 TOTAL AVAILABLE POINTS 100 3. QUANTITATIVE FACTORS (COST, VETERAN'S PREFERENCE AND PRIOR VOLUME OF WORK). Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City Manager in preparing his recommendation to the City Commission. In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance.with Sub-section 4 below. 4. DETERMINATION OF AWARD. The City Manager shall consider qualitative and quantitative factors, in accordance with Sub-section 2 and 3 above, to recommend the proposer(s) he deems to be in the best interest of the City, or may recommend rejection of all proposals. The City Managers recommendation need not be consistent with the scoring results of the Evaluation Committee process, if applicable, and shall take into consideration Miami Beach City Code Section 2-369,including the following considerations: (1)The ability, capacity and skill of the Proposer to perform the contract. (2) Whether the. Proposer can perform the contract within the time specified, without delay or interference. (3)The character, integrity, reputation,judgment,experience and efficiency of the Proposer. (4)The quality of performance of previous contracts. (5)The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. RFP 2019-001-WG 15 The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City. Manager's recommendation and select another Proposer(s)which it deems to be in the best interest of the City, or it may also reject all Proposals. 5. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to;approved by the City;and executed by the parties. RFP 2019-001-WG 16 APPENDIX A Eef, 4 Proposal Certification , Questionnaire & Requirements Affidavit 2019-001 -WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2019-001-WG 17 Solicitation No: Solicitation Title: 2019-001-WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES Procurement Contact: Tel: Email: Jason Crouch (305)673-7000 x6694 JasonCrouch@miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE&REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: NO.OF YEARS IN BUSINESS: NO.OF YEARS IN BUSINESS LOCALLY: NO.OF EMPLOYEES: OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS(HEADQUARTERS): CITY: STATE: ZIP CODE: TELEPHONE NO.: TOLL FREE NO.: • • FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to:any firm or principal information,applicable licensure,resumes of relevant individuals,client information,financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. RFP 2019-001-WG 18 1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall,submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida,or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s)of any officer, director, agent, or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City'employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of ' its affiliates 3. References&Past Performance.Proposer shall submit at least three(3)references for whom the.Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had , a contract cancelled due to non- erformance by an ublic sector agency? YES NO SUBMITTAL REQUIREMENT: If answer to above is"YES," Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers areexpected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487.through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants)with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics.Pursuant to City Resolution No.2000-23879,each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Department with its proposal/response or within five(5)days upon receipt of request.The Code shall,at a minimum,require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business , Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at http://www.miamibeachfl.qov/city-hall/orocurement/procurement-related-ordinance-and-procedures/ RFP 2019-001-WG 19 1 benefits: benefits:. 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Consultant who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to domestic partners of employees? YES NO C. Please check all benefits that apply to your answers above and list in the `other" section any additional benefits not already specified. Note:some benefits are provided to employees because they have a spouse or domestic partner,such as bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health • Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at http://www.miamibeachfl.abv/city-hall/procurement/procurement-related-ordinance-and- procedures/ RFP 2019-0O1 WG 20 9. Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on.a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals,proposals,or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier,subcontractor,or consultantunder a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor,list. 10. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting,divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color,national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required:By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and. Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices,and standards that are consistent with the City's Fair Chance Ordinance, set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an,employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies,practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate i termination for cause of the agreement,in addition to any damages that may be available at law and in equity. 13. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to,Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. RFP 2019-001-WG 21 DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipient's convenience. Any action taken by the,City in response to Proposals made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this solicitation,either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion,the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation,as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the.Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation,express or implied,as to its content, its accuracy,or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors, omissions,or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time,'all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto,such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. RFP 2019-001-WG 22 • PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer , am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto,and the Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal with other Proposals and has not colluded with any other proposer or party to any other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Statement of Qualifications Certification,Questionnaire and Requirements Affidavit are true and accurate. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Signature of Proposer's Authorized Representative: Date: ' I I f RFP 2019-001 WG 23 APPENDIX B " No Bid " Form 2019-001 -WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Note: lt,isaimportarft for those vendors who have received notification of this"solicitation but have decided not to respond, to complete and submit the attached "Statement of No Bid." The "Statement of No Bid" provides the City with, information on how to improve. the solicitation. process. Failure to submit a°" Statement of No Bid" may result innot being notified of future solicitations by the City. RFP 2019-001-WG 24 / Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED-BELOW: _Workload does not allow us to proposal _Insufficient time to respond Specifications unclear or too restrictive • _Unable to meet specifications _Unable to meet service requirements _Unable to meet insurance requirements _Do not offer this product/service _OTHER. (Please specify) We do_do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH PROCUREMENT DEPARTMENT ,ATTN: Jason Crouch. REP #2019-001-WG 1755 MERIDIAN AVENUE, 3rd FLOOR MIAMI BEACH, FL 33139 RFP 2019-001-WG 25 APPENDIX C t E R Statement of Work 2019-001 -WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2019-001-WG 26 Cl.Statement of Work Required. The selected consultant will provide services designed to support the City's emergency management administrative needs with preparedness, mitigation, response and recovery associated with disaster related events. This support will Jacilitate the maximization of federal and other funding, and to help the City retain these funds during subsequent project closeouts and audits.The City is requesting support services from the consultant in the following areas: • • Support the undertaking of damage assessments to maximize recovery efforts; • Review eligibility issues, and work with the City to develop justifications for submission to FEMA and other applicable agencies; • Assist the City in developing an approach to filing and tracking eligible costs; • Assist in the preparation of project worksheets and web portal submissions based upon actual/estimated costs provided by City departments; • Assist with identifying cost-effective mitigation opportunities and alternatives (Section 404 and 406 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act), and the , preparation of documentation to secure funding; • Participate in meetings with FEMA, State of Florida and requisite agencies to negotiate and formulate individual project worksheets and mitigation projects as needed; • Assist departments having difficulty with their project worksheet claims; • Assist in determining if any eligible damages have not been identified and submitted for reimbursement; • Preparation of appeals; • Assist with final inspections, project closeouts and any OIG audits • Assist with recovering costs from any other Federal and State agency programs; • Assist in long-term recovery planning guidance CrisisTrack As part of the overall goal of streamlining damage assessment reporting and tracking procedures, the City has contracted a program called CrisisTrack. This platform integrates well with the existing City GIS system and generates reports that can interface with many of the other data systems in use by the City and partner agencies. This program is another tracking tool that will ultimately facilitate the reimbursement process, among other necessary processes. RFP 2019-001-WG 27 \ �I APPENDIX D IEACHMIAM y Special Conditions 2019-001 -WG EMERGENCY MANAGEMENT - ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2019-001-WG 28 1. Term of Contract. This contract shall remain in effect for three (3) years from date of contract execution by the Mayor and City Clerk. The City of Miami Beach has the option to renew the contract at the sole discretion of the City Manager for an additional two (2), one (1) year periods,on a year-to-year basis. Renewal of the contract is a City of Miami Beach prerogative, not a right of the Contractor. Such option will be exercised, if at all, only when it is in the best interest of the City of Miami Beach. 2. Estimates. The project/contract manager may require the consultant to provide an estimate prior to the commencementof work. Any actual charges that exceed estimate amounts must be pre-approved by the project/contract manager. 3. Prices Shall Be Fixed And Firm For Term Of Contract. If the bidder is awarded a contract under this bid solicitation, the prices quoted by the bidder on the Bid Form shall remain fixed and firm during the three (3) year term of this contract; provided, however, that the bidder may offer incentive discounts from this fixed price to the City at any time during the contractual term.' 3.1 Option To Renew With Price Adjustment. The contract could be extended for an additional two (2), one (1) year terms, on a year to year basis, at the sole discretion of the City Manager. Prior to completion of each exercised contract term, the City may consider an adjustment to price based on Consumer Price Index increase. Change shall not be more than the percentage increaseor decrease in the Consumer Price Index CPI-U (all urban areas) computed 60 days prior to the anniversary date of the contract. It is the vendor's responsibility to request any pricing adjustment under this provision. For any adjustment to commence on the first day of any exercised option period, the vendor's request for adjustment shouldbe submitted 60 days prior..to expiration of the then current contract term. The vendor adjustment request must clearly substantiatethe requested increase. If no adjustment request is received from the vendor, the City will assume that the vendor has agreed that the optional term may be exercised without pricing adjustment. Any adjustment request received after the commencement of a new option period may not be considered. - 4. Master Contract, Consultant Service Order(CSO)& Purchase Orders. A Master Contract shall be executed by the awarded consultant. The Master Contract shall outline the terms and conditions'of all work, and incorporate the requirements of this RFP. An approved Consultant Service Order, signed by the Consultant and the City Manager or,his designee, is required prior to the issuance of a Purchase Order and commencement of any work. RFP 2019-001-WG 29 ;APPENDIX E MIAMIBEACH Cost Proposal Form 2019-001 .-WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd-Floor Miami Beach, Florida 33139 RFP 2019-001-WG 30 APPENDIX E COST PROPOSAL FORM Failure to submit,Cost Proposal Form, in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the cost proposal form below represents the entire.cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form shall be completed mechanically or, if manually, in ink. Cost Proposal Form completed in pencil shall be deemed non-responsive.All corrections on the Cost Proposal Form shall be initialed. Request for Proposals (RFP) No. 2019-001-WG Emer.enc ManasementAdministrative Sue tort Services % of Blended Rate Position Title Hourly Rate1 participation2 (Hourly Rate*%)3 $ % $ $ %- $ $ % $ $ % $ $ % $ $ % $ % $ $ % $ $ % $ $ % $ $ % $ $ % $ TOTAL4 % $ Hourly rates shall be all inclusive, including, but not limited to, labor, benefits, insurances,overhead and administration, and profit. 2 Total participation by proposed team must amount to 100%. • 3 Blended rate equals the hourly rate and the percentage of participation for each position. 4 The sum of the product for each position shall be the proposed blended rate. Bidder's Affirmation Company: Authorized Representative: Address: • Telephone: Email: Authorized Representative's Signature: RFP 2019-001-WG 31 APPENDIX F r Insurance Requirements 2019-001 -WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2019-001-WG 32 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the consultant is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers'Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence-for _ bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. Professional Liability Insurance in an amount not less than $1,000,000 with the deductible per claim, if any, not to exceed 10%of the limit of liability. XXX 6. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 7. Other Insurance as indicated: Builders Risk completed value $ .00 Liquor Liability $ .00 Fire Legal Liability $ .00 Protection and Indemnity $ .00 Employee;Dishonesty Bond $ .00 Other $ :00 XXX 8: Thirty(30)days written cancellation notice required. XXX 9. Best's guide rating B+:VI or better, latest edition. XXX 10. The certificate must state the proposal number and title The City of Miami Beach is self-insured.Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. RFP 2019-0O1-WG 33 APPENDIX G MIAMIBEACH Sample Consultant Service Order Form 2019-001 -WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2019-001-WG 34 SAMPLE CONSULTANT SERVICE ORDER FORM Service Order No._for Consulting Services. TO: PROJECT NAME: DATE: SCOPE OF SERVICES: Per attached proposal dated , to be considered part of this Agreement. Estimated calendar days to complete this work: Days Change Order_to Service Order Amount: (ALL CHANGE ORDERS MUST BE APPROVED IN WRITING., $ BY THE CITY PRIOR TO THE WORK.) Total From Previous Change Orders to Service Orders: $ Fee for this Service Order is Lump Sum/Not to Exceed amount $ of: Total Agreement to Date: $ City's Project Administrator Date Department Director Date RSM US LLP. Date City Manager Date RFP 201 9-00 1 WG 35 APPENDIX H MIAMIBEACH Uniform Guidance s Procurement Standard 2 CFR 200 .317-200 .32 6 EMERGENCY MANAGEMENT 'ADMINISTRATIVE SUPPORT SERVICES RFP No. 2019-001 -WG PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2019-001-WG 36 APPENDIX II TO PART 200 CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS In addition to other provisions required by the Federal agency or non-Federal.entity, all contracts made by the non- Federal entity under the Federal award must contain provisions covering the following, as applicable. (A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. (B)All contracts in excess of$10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be effected and the basis for settlement. (C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of"federally assisted construction contract" in 41 CFR Part 601.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor." (D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148).When required by Federal program legislation, all prime construction contracts in excess of$2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations(29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute, contractors must be requited to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland "Anti-Kickback" Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3,. "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or.subrecipient:must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. (E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-370/8). Where applicable, all.contracts awarded by the non-Federal entity in excess of$100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part.5): Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week.The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work RFP 2019-001-WG 37 , i / in surroundings or under working conditions which are unsanitary, hazardous or dangerous.These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. (F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of"funding agreement" under 37 CFR§401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental,,or research Work under that"funding agreement," the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business.Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency. (G) Clean Air Act(42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act(33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of$150,000 must contain a provision that requires the non-Federal award to agree to comply wi h all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 74017671q) an the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency(EPA). (H) Mandatory Standards and policies relating to energy efficiency which are contained in state energy conservation plan issued in compliance wi Energy Policy and Conservation Act(42 U.S.0 6201). (I) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the gove nmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of parties debarred, syspended,spended,or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. (J) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certificati n. Each tier certifies to the tier above that it will not' and has not used Federal appropriated funds to pay any pe ison or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress,officer or employee of Congress,or an employee of a member of Congress in connection with obtaining an Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forw rded from tier to tier up to the non-Federal award. (K) Procurement Of Recovered Material . A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractor must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency(EPA) at 40 CFR part 247 that contain the highest percentage of recovered m terials practicable, consistent with maintaining a satisfactory level of competition,where the purchase price of :he item exceeds$10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000;.procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. , RFP 2019-0O1-WG 38 ATTACHMENT C CONSULTANTS RESPONSE TO THE (RFP) Florida Department of State DIVISION OF CORPORATIONS • • I`/I;P fi f /,` ; •org �I�!� PC) r DT; o ichd:liwe r J F/widtr I:•e%rrit_• • Department of State / Division of Corporations I.Search Records / Detail By Document Number/ Detail by FEI/EIN Number Foreign Limited Liability Company TIDAL BASIN GOVERNMENT CONSULTING, LLC Filing Information Document Number M10000000434 FEI/EIN Number 20-5926493 Date Filed 02/01/2010 State r DC Status ACTIVE Last Event LC STMNT OF RA/RO CHG Event Date Filed . 11/24/2014 • Event Effective Date NONE Principal Address 300 North Washington Street Suite 505 • Alexandria,VA 22314 Changed:04/10/2014 Mailing Address 126 Business Park Drive Utica, NY 13502 Changed:01/04/2018 Registered Agent Name&Address CORPORATION SERVICE COMPANY 1201 HAYS STREET TALLAHASSEE, FL 32301-2525 Name Changed: 11/24/2014 Address Changed: 11/24/2014 Authorized Person(s)Detail Name&Address Title Manager • Craig, Daniel A • 300 North Washington Street Suite 505 Alexandria,VA 22314 Title Authorized Representative Stephen , Surace 126 Business Park Drive Utica, NY 13502 Annual Reports Report Year Filed Date 2017 04/23/2017 2018 01/04/2018 2019 01/29/2019 Document Images 01/29/2019—ANNUAL REPORT View image in PDF format 01/04/2018—ANNUAL REPORT View image in PDF format 04/23/2017—ANNUAL REPORT View image in PDF format 04/11/2016—ANNUAL REPORT View image in PDF format 04/16/2015—ANNUAL REPORT View image in PDF format 11/24/2014—CORLCRACHG View image in PDF format 04/10/2014—ANNUAL REPORT View image in PDF format 04/16/2013—ANNUAL REPORT View image in PDF format 01/05/2012—ANNUAL REPORT View image in PDF format 08/23/2011—ANNUAL REPORT View image in'PDF format 02/01/2010—Foreign Limited View image in PDF format' Florida Department of State,Division of Corporations • it ` ix YT i --- , l{ i sF • r 4;- 1 s" r + y .. 11.70 i C ,, '1 dd ( ' �Av��t Ygf - r i �" , �, , - Y q�t4 r l 4 fir. 0'rv. 1 ,,IG 't1 ;_��y�. . 1 1 i A" ...:Y:R : -... ! .4.;:...:•:•:;!.•,•,-..g . 4. � ,1 • i41". i' f 7+ aq s &4� .. , Y" >, ' iic? i Z., .•gg . -------75.• , .. -,.- •,-,:.'i•-•.,A.'. .i r � it J' :p+ ta�A„ , �`` t aI,,, `r.,.%- s. -- : ' ! ioe,':-... k; . 4 ''''',',1 1 :,, ‘,,,,,,,,t) --..;.,:- --:' :-.-..'-'-'- :. .„ w >a t EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES RFP 2019-001 -WG CITY OF MIAMI BEACH, FLORIDA • • • • TIDAL April 2019 BASIN® TIDAL BASIN Contents 1.1 Cover Letter 1 1.2 Completed Proposal Certification, Questionnaire, and Requirements Affidavit (Appendix A) 4 2.1 Qualifications of Proposing Firm 10 2.1.1 Client References 10 2.2 Qualifications of Proposer Team 17 3.1 Detailed Information 20 3.2 Value-Added Services 30 4.0 Cost Proposal N/A (Completed Cost Proposal Form (Appendix E) submitted in separate envelope) CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 3 TIDE, BASIN Tidal Basin Consulting, LLC. 126 Business Park Drive Utica, New York 13502 Phone: 703.683.8551 www.tidalbasingroup.com I . City of Miami Beach Attention:Jason Crouch, Procurement Contracting Officer`]] Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, FL 33139' Re: Emergency Management Administrative Support Serivces, RFP 2019-001-WG Dear Mr. Crouch: Tidal Basin Government Consulting, LLC(Tidal Basin) understands the City of Miami Beach (the City) looks to hire an experienced firm to perform emergency management administrative services.Tidal Basin employs top talent from the emergency management industry who bring expertise in successfully assisting in the financial recovery for federal,state, local government and private sector clients. Our goal is to assist clients to identify and achieve emergency management and disaster recovery goals.We were founded on the principles of maintaining high integrity of our staff, delivering quality work at the best possible price and delivering results for our clients so they can maximize their return on investment. Underlying Philosophy Tidal Basin will provide the City with a full array of subject-matter expertise, FEMA PA and grants management consultants, software tools and proven project management ensuring the development of a strong internal recovery team and detailed FEMA-compliant documentation. Our successful process centers on four distinct elements: >Technology—The proprietary, intuitive, dynamic and collaborative web-based grant management software, Tempest-GEMS, accurately tracks costs,justifies eligibility, ensures compliance, monitors expenditures, stores and maintains documentation, and allows us to seamlessly manage all aspects of the FEMA PA process. >Methodology—The patented Total Solution° model and methodology provides clients a detailed understanding of anticipated private insurance settlements,which is the foundation in moving a FEMA grant forward. >Flexibility—Our best practices for training and project management have been developed and refined in the real world.This proven process is well-documented,flexible and scalable for disasters of any scope or magnitude. >Experience—We bring to this project an understanding and familiarity for providing hurricane response and recovery efforts throughout Florida.This experience includes supplying onsite support staff to clients supporting all aspects of emergency management services. The City will benefit from our cuffing-edge negotiating reimbursement knowledge in handling catastrophic losses.Whether the need involves strategic planning,targeting grants and funding resources,staff training and augmentation, or resolving the City's property insurance claims;we deliver expert-level guidance,technical assistance, and advisory services in current disaster recovery efforts and those yet to be identified. Our firm CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 1 TIDAL BASIN possesses the requisite understanding of the outlined scope of services and tasks to deliver a top-notch team of experts to execute the goals,objectives,and intentions of the City. We commit to assisting the City with budget oversight through the effective elimination of redundancies and increasing efficiency.Our consultants have a thorough knowledge of the FEMA PA Grant Program, its related deadlines, and requirements.We track,in real time, deadlines for documentation, appeals, completion of work, as well as extension requests.Tidal Basin will work to take advantage of every funding and reimbursement opportunity for maximum recovery by adhering to the timeline-driven nature of the financial disaster assistance process. Tidal Basin looks forward to the opportunity to demonstrate our laser focus on excellence,expertise and exceeding expectations on the City's behalf. Sincerely, � C Dan Craig, Senior Vice President • • CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 2 �..�TIDAL BASIN Solicitation No:. Solicitation Title: 2019-001-WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES Procurement Contact Tel: Email: Jason Crouch (305)673-7000 x6694 JasonCrouch@miamibeachfl.gov PROPOSAL CERTIFICATION,QUESTIONNAIRE&REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certainportions of responsiveness, responsibility and other determining factors and compliance with requirementsmay be evaluated.This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted,fully completed and executed. 1. General Proposer Information. FIRM NAME:Tidal Basin Government Consulting, LLC NO.OF YEARS IN BUSINESS:13 NO.OF YEARS IN BUSINESS LOCALLY: NO.OF EMPLOYEES: 103 OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS:, FIRM PRIMARY ADDRESS(HEADQUARTERS): 126 Business Park Drive CITY:,Utica STATE:NY' ZIP CODE: 13502 TELEPHONE NO.:31.5-797-3035 TOLL FREE NO.:800-382-2468 FAX NO.: 315-272-2054 FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:Steven Glenn • ACCOUNT REP TELEPHONE NO.:919-357-5164 ' ACCOUNT REP TOLL FREE NO.:800-352-2465 ACCOUNT REP EMAIL:sglenn@tidalbasin.rphc.com FEDERAL TAX IDENTIFICATION NO.: 20-5926493 The City reserves the right to seek additional information from Proposer or other source(s),including but not limited to:any firm or principal information,applicable licensure,resumes of relevant individuals,client information,financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. RFP 201 9-001WG 18 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 4 • TIDAL BASIN 1. Veteran Owned Business.Is Proposer claiming a veteran owned business status? YES x NO SUBMITTAL REQUIREMENT:Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Further,all Proposers must disclose the name of any City employee who owns,'either directly or indirectly,an interest of ten (10%)percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT:Proposers must disclose the name(s)of any officer,director,agent,or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3. References&Past Performance.Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted,.the following information is required:.1) Firm Name,2),Contact Individual.Name&Title,3)Address,4)Telephone,5)Contacts Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non-performance by an ublic sector agency?. YES NO SUBMITTAL REQUIREMENT: If answer to above is"YES,'Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions.Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws,as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, • as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT:Submit the names of all-individuals or entities(including your sub-consultants)with a controlling financial interest as defined in solicitation.For each individual or entity with a controlling financial interest indicate whether or not each individual orentity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics.Pursuant to City Resolution No.2000-23879,each person or entity that seeks to dobusiness with the City shall adopt a Code of Business Ethics ("Code"). and submit that Code to the Procurement Department with its proposal/response or within five(5)days upon receipt of request.The Code shall,at minimum,require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics' provision of the City of Miami Beach and.Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at htto:/lwww.miamibeachfl.aov/city-hall/procurement/procurement-related-ordinance-and-procedures/ RFP 2019-001-WG 19 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 5 `"TIDAL BASIN 7. benefits: benefits- benefits. = o •. • 8. Equal for Employees with Spouses and Employees with Domestic Partners.When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide"Equal Benefits"to their employees with domestic partners; as they provide to employees with spouses.The Ordinance applies to all employees of a Consultant who work within the City limits of the City of Miami Beach,Florida;,and the Contractor's employees located in the United States,but outside of the City of Miami Beach limits,who are directly'perfomming work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? x YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to domestic partners of employees? ' x YES NO C. Please check all benefits that apply to your answers above and list in the°other"section any additional benefits not already specified.Note:some benefits are provided to employees because they have a spouse or domestic partner,such as bereavement leave;other benefits are provided directly to the spouse or domestic partner,-such as medical insurance. BENEFIT Firm Provides for Firm Provides for . Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health x x Sick Leave x x Family Medical Leave x x Bereavement Leave ix x If Proposer cannot offer a.benefit to domestic partners because of reasons outside your control,(e.g.,,there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance.To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures-Application, (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager,or his designee.Approval is not guaranteed and the City Manager's decision is.final.Further information on,the Equal Benefits requirement is available at htto://www.miamibeachfi.aovlcity-halllprocurementlprocurement-related-ordinance-and- procedures/ - —- -- - RFP 2019-001-WG 20 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 6 TIDAL BASIN 9. Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals,proposals,or replies on leases of real property to a public entity;may not be awarded or perform work as a contractor, supplier,subcontractor,or consultant under a contract with any public entity;and may not transact business withany public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. 10. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the, blacklisting,divesting from,or otherwise refusing to deal with a,person or entity when such action is based on race,color,national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance.with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from,North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official.City travel to the states of North Carolina and Mississippi,aswell as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT:No,additional submittal is required.By virtue of executing this affidavit document,Proposer agrees. it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement.Pursuant to Section.2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices,and standards that are consistent with the City's Fair Chance Ordinance,set forth in Article V'of Chapter 62 of the City Code("Fair Chance-Ordinance"),and which, among other things, (i)prohibits City contractors, as an employer,from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position,and(iii)prohibits placing a statement on an employment application that a person with acriminal record may not applyfor the position. SUBMITTAL REQUIREMENT: No additional submittal is.required,at this time..By virtueof executing this affidavit, Proposer certifies that it has adopted policies,practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to. provide the City with supporting documentation evidencing its compliance upon request. Proposer,further agrees that any breach of the representations made herein shall'constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement,in addition to any damages that may be available at law and in equity. 13., Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation ' which may provide additional information to Proposers or alter'solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are. solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation.Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Initial to Confine Initial to Confirm Receipt Receipt Receipt DC Addendum 1 Addendum 6 Addendum 11 DC Addendum 2 Addendum 7 Addendum 12 DC Addendum 3 Addendum 8 Addendum.13 DC Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 ' Addendum 15 If additional confirmation of addendum is required,submit under separate cover. RFP 2019-001-WG 21 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 7 • TIDAL BASIN DISCLOSURE.AND DISCLAIMER SECTION. The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach(the"City')for the recipients.convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this solicitation,either'before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion,the City may withdraw the solicitation either before or after receiving proposals,may accept or reject proposals,and may accept proposals which deviate from the solicitation,as it deems appropriate and in its best interest.In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal,the applicant agrees to deliver such further details,,information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicants affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers.It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide anyassurances as to•the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at therecipients own risk.Proposers-should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City,without any warranty or representation,express or implied,as to its content,its accuracy,or its completeness.No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be boundby the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted'at the sole risk and responsibility of the party submitting such Proposal., This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice.Information is for guidance only,and does not constitute all or any-part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal(or Proposals), as same may be modified,and the applicable definitive agreements pertaining thereto,are approved and executed by the parties,and then only pursuant to the terms of the definitive agreements executed among the parties.Any response_to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. • The City is governed by the.Govemment-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law.All Proposals shall be submitted in sealed proposal form and'shall remain confidential to the extent permitted by Florida Statutes,until the date and time selected for opening the responses.At that time,all.documents received by the City shall become public records., Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement • information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifiesthat the information contained.in the Proposal is true, accurateand complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation,or any response thereto,or any action or inaction by the City with respect thereto,such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation,it is understood that the provisions of this Disclosure and Disclaimer shall always govern.The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. RFP 2019-001-WG 22 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 8 TIDAL BASIN PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto,and the Disclosure.and Disdaimer Statement;proposer agrees to be bound to any and all specifications,terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements:of'this solicitation and failure to comply will result in disqualification of proposal submitted;Proposer has not divulged,discussed, or compared the proposal with other Proposals and has not colluded with any other proposer or party to any other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine.and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Statement of Qualifications Certification,Questionnaire and Requirements Affidavit are true and accurate. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Greg Raab Vice President Signature of P:• ;u .r¢edRepr- •-five: Date: 3/21/2019 • • RFP 2019-001-WG 23 CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 9 TIDAL BASIN TIDAL BASIN �i `�' Ilk t ;,`may roy M i f e " • '. , k :T d 41'5 ` �.s. # g. •.----,), .r„__ — �' -, j ..iii - -' i I III' p'• �F am. 4 S..:J r 3 7 a la It rte 1. .0 - f''t. e 9 y� -IP r---; 7 •- z.." s -a- __ taT' y� A . i,a 2.1 Qualifications of Proposing Firm Tidal Basin Overview in reaching its recovery goals.Our FEMA consultants Tidal Basin is a leading provider of professional handle everything from preliminary damage consulting services, including FEMA(PA), Individual assessments to project closeout and audit.After a Assistance(IA),and Hazard Mitigation Assistance (HMA) disaster,the City will not only face the challenges of program support,CDBG-DR,emergency management, emergency response but will also face the many hazard mitigation and evacuation planning, hatard and complications involved in funding recovery.With our staff of experts in the FEMA PA Program and risk analysis preparedness, long-term recovery planning, experienced public adjusters,we integrate the City's alternative housing, response, and recovery. In the wake insurance claim with its FEMA recovery. of some of the nation's worst natural disasters, many federal and state agencies have turned to Tidal Basin to As shown in the project examples on the following pages assist recovery efforts and develop strategies to assess (which include references),our team has a succesful and minimize the effects of future events.Tidal Basin has history of working for all levels of government. Each a dedicated staff of experts who have participated in the project highlights exceptional team efforts for a range of recovery efforts of Florida's most devastating disasters. projects and tasks related to disaster recovery. Our comprehensive understanding of disaster relief programs,along with our hands-on experience gained 2.2 Client References during some of the worst disasters in U.S. history, Please find client references on pages 13-16 of our provides us the valuable resources to assist the City project experience. Did you know?Tidal Basin has been serving the City of Miami Beach for 6 years and has an in depth understanding of the City's needs. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 10 TIDAL BASIN List of some of the Tidal Basin clientele CLIENT STATE City of Fort Walton Beach FL Martin County - FL Monroe County Sheriff's Office FL City of Gulf Breeze FL City of De,Bary FL City of Fort Myers FL Holy Cross Hospital FL Pinellas County FL Lee CountyFL City of Sanibel FL Village of Islamorada FL Charlotte County FL Monroe County , FL State of Alaska AK City of Berkeley CA City of Boulder CO WaterburyCT Chatham County GA Maui County HI State of Hawaii HI Linn'County IA City of Cedar Rapids IA Terrebonne Parish- -• LA • City Park of New Orleans LA City of Bogalusa LA City of Gretna LA Audubon Nature Institute LA City of Slidell LA Port of New Orleans LA Sewerage and Water Board of New Orleans LA City of New Orleans LA Jefferson Parish LA Commonwealth of Massachusetts MA _ Wadena County MN Owatonna Public Utilities MN Steele County MN • City of Duluth MN City of Pascagoula MS , Hancock County MS Mississippi State Port Authority MS Jackson County Port Authority MS Jackson County MS CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 11 TIDAL BASIN Minot Park District ND City of Minot, ND Jersey City Municipal Utilities Authority NJ North Hudson Sewerage Authority NJ Port Authority of New York&New Jersey NJ Unkechaug Nation NY Herkimer Housing Authority NY Shinnecock Nation NY Town of Maine NY Union-Endicott CSD NY Town of Union NY Orange County NY State of New York NY Derry Township Municipal Authority PA South Carolina Emergency Management Division SC St.Luke's Episcopal Hospital TX Aldine ISD - TX Austin Independent School District TX Port of Houston Authority TX Coryell County TX r City of Copperas Cove TX Knapp Medical Center TX MD Anderson Center - TX City of Port Isabel • - TX Weslaco ISD TX City of Weslaco TX Sabine-Neches Navigation District TX Port of Port Arthur TX Memorial Hermann Hospital System TX Port Arthur ISD TX City of Marble Falls - TX Houston ISD TX Jefferson County TX CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 12 TIDAL BASIN MONROE COUNTY DISASTER RECOVERY SERVICES ; , " '' Monroe County,Florida b �„ Li • CITY OF MONROE COUNTY REFERENCE Laura Deloach Hartle,Finance and Shared Services Manager = 5 deloachhartle-laura@monroecounty-fl.gov 1305.292.4482 ,.. -. `ice 1 }` i t "r a..t'v"�'; v k *b YEARS AND TERM OF ENGAGEMENT 1 -' ��'.,,STVir, s .M 2017—present FEMA PA, Hazard Mitigation, Grants Administration,and >As an additional complication of the recovery Comprehensive Disaster Recovery Consulting Services operation, new FEMA guidelines governing temporary for Hurricane Irma housing for essential employees needed to be adopted mid-hurricane season. >Began coordination with Monroe County even before the landfall of Hurricane Irma and continued to do so >Our team worked successfully with FDOT and FHWA throughout the initial response.We were in regular to secure funding, compiling the County's Detailed phone contact with the finance staff providing insight Damage Inspection Report'(DDIR)for submission and guidance right from the start. to FDOT, meeting with FDOT representatives,and submitting support for Monroe County's claims. >Our staff has been physically embedded within the Reimbursement was made based on the information County EOC and finance sections and has represented and format provided. the County's interests in every subsequent meeting with FEMA and the State of Florida from the start. >We worked closely with Monroe County's debris Our guidance on procurement, eligibility issues, and ,contractors and monitoring firms to ensure that FEMA documentation requirements will continue to aid the . procedures were being correctly followed and that the County throughout the recovery process. supporting documentation:was properly submitted for reimbursement.This attention to detail led to >Our team has integrated with Monroe County staff successful reimbursement of more than $20 million in at all levels of organization and are relied upon to debris-related costs for Hurricane Wilma alone. provide guidance and information on all aspects of the County's recovery.We continue to provide valuable >Additional project work for Tidal Basin came from the representation for the County with federal agencies. Village of Islamorada and the Monroe County Sheriff's Department, both located within the County.The >We developed PWs and supporting documentation for FEMA grant process for damages was estimated in reimbursement even prior to the Recovery Scoping each case at$5 million. Meeting to facilitate funding to the County as rapidly as possible. >Assessed Category A& B costs totaling$1.3 million in Monroe County in the aftermath of Hurricane Rita,a >Our past work with Monroe County includes handling storm that, relatively speaking,spared Florida. the damage estimates in the aftermath of Hurricane Wilma which approximated $30 million, including CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 13 e TIDAL BASIN s'I ' R n ,--4-7.71:::'''.:Irs }�:-- CITY OF AVENTURA DISASTER RECOVERY SERVICES `�' ' '� `"'`- City of Aventura,Florida -sem ` _ 'n ' •,-. s �'- A*-a A•,...'^'e'�•.� ate`.��`�'-":*"''Ig i . . ,.. CITY OF MIAMI REFERENCE r ':7......Y.^4.7-407.''.70.41...."... • - -" g- •, Joe kroll,Director I jkroll@cityaventura.corn I 305.466 8970 L. - 'I '1' 1 s YEARS AND TERM OF ENGAGEMENT --2----.- s`^- - iz�'za• --z.5,,,;.-:., ,er-- I , r 2015-present .,_- ..oma'_�.�. ,.,_, Tidal Basin provides coordination between the public requests and help the City retain awarded amounts assistance(PA)applicant,state and FEMA ensuring the funds during subsequent project closeouts and audits. debris removal operations are efficient,effective and eligible for FEMA PA grant funding.We are providing Additionally,we are performing damage assessments emergency management, response, recovery, mitigation, to maximize recovery and funding efforts, including the and other support to the City in its recovery from debris monitoring and removal for various areas within the Impacts of Hurricane Irma.As part of the overall City limits.We review all eligibility requirements prior to contract and specific task order we provide project performing the assessments and inspections. management, development, and support for project As part of this effort,we determine if all impacts and worksheet development and submission.We oversee damages have been identified, reported and considered the administrative and management facilitating the for supplemental funding reimbursement and then maximization of potential funding opportunities; ' provide final inspections, project closeouts and any OIG expedite the processing of supplemental funding audits. r y;-.� ` ' ' COUNTY OF GULF BREEZE DISASTER RECOVERY SERVICES ems, . .c. c-- '11 �-.- County of Gulf Breeze,Florida h CITY OF GULF BREEZE REFERENCE , - . ,..0,,-J-- sw n,.-^- - ; Vernon Prather,Assistant City Manager I r °: vprather@gulfbreezefl.gov 1850-934-5153 ;iu - . JJF , .;- 1-.." YEARS t YEARS AND TERM OF ENGAGEMENT 2014-present 1 FEMA Public Assistant services for DR 4177 FL:Severe >Staff experience in the Civil Engineering field and golf Storms,Tornadoes,Straight-line Winds,and Flooding industry made was key to our success in aiding the City >Worked collaboratively with the City's Public with identifying flood related damages and including Assistance process through the initial stages of their them in their Project Worksheets. recovery. >The City's major damages were concentrated throughout their city streets and municipal golf course. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 14 I „a TIDAL BASIN t� ' �� 't, W' 17,1 , , +r”}1,�n` UNIVERSITY OF MIAMI DISASTER RECOVERY SERVICES �yj?r "° `� " `rMiami,Florida 7i 1 t ` ref ` ` s4 :a ;` CITY OF MIAMI REFERENCE y ie 1 : � �-• Cari Branco,Senior Division Manager I cari.branco@charlottecount fl. ov941,743,1255 � Y g I 1- University of Miam1 YEARS AND TERM OF ENGAGEMENT 2014—present m, .R >FEMA PA, Hazard Mitigation,Grants Administration, >Assisted with closeouts for Hurricane Charley. and Comprehensive Disaster Recovery Consulting >Worked on appeals for various projects and assisted Services for Hurricane Charley and Hurricane Irma with project closeout. >Assisted with damages and cost reconciliation for >Utilized our insurance expertise to successfully Hurricane Irma.We were activated immediately after maximize FEMA funding by properly reconciling actual the hurricane made landfall and have been engaged vs.anticipated insurance proceeds and assisted the with their recovery efforts from the onset.This has County in retaining funds during project closeout. allowed our team to provide the immediate support required to ensure an effective recovery for the >Eliminated a $371,000 de-obligation of FEMA funds County. >Uncovered erroneous insurance reductions that have >While supporting Charlotte County with their Closeout the potential to increase the County's FEMA funding and Appeal consulting from the 2004-2005 hurricanes, by$3.2 million. our team was asked to provide FEMA public assistance support for the response and recovery of Hurricane Irma. >Currently supporting the capturing of documentation of the costs related to forced account labor, contracted labor,emergency protective measures, equipment usage,and debris management. r\ CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 15 TIDAL BASIN �' J .. - ms. `'a ,,.. a `e- 1 _ _, . , , --....- .=_ -w „ ... . . .. . ,,,..., _,1, ,„, .. , ,., ,- .,,A.......t..v.---„.-:../_ ,_„,,,.., ,,,... ,,,,_.,.. . . . ,.. „... ,,.„ 1 �� .., -ti s�•1..7.t.,,, ,1:: sv r .0 ;:, ;77, , w, f r: .fi r 57 X.+L YT”,., '}ja" "qc 4L� , �/a 1�k Ji; in1'i��1 I a � , d �tA.g:14..J�rn.;��g Sed � �5 ` 1-10„ " ' i° r�" '`..� t� t�. „ X 11 .. `�" F! '.f:4' f."{„w t'' `..1:" , e�l,.� e' .' m:,y�i... "'_ ,+",S FAV ''+e ri a.. •)ra .i 1` YVe x ,'u 4h.P "v ,a i ./. j,_ r 'l' wt f}f � w DV1^ . {'. A 'q n", "� r i 4..- me ; - - - "((,,�t;', x`.:;4'4 ' T •'d'y"`'.r " i . r.� ''blit*, � V.." - , 1�;. - _-N'Q !:A y.,4 :r.1,- .[.,� ' a of aa � i I ' ' " ed j ' 154 " :4! ' Es .54.4,L.,.. ....7 „,,, Lit. . -4 I* 4 ,11--, 2.2 Qualifications of Proposer Our team consists of top talent from-across the nation. In the event of a loss,Tidal Basin's first response team Team will determine the extent of the disaster and the required expertise, and our senior staff will coordinate Proposed Staffing with City management to assemble and deliver an appropriate team of experts,scaled to the demands The Tidal Basin team will provide a team of experienced of the disaster and the needs of the City.At the time professionals to work alongside City staff,with the of activation and with the approval of the City,we ability to increase engagement levels based on City will deploy within 48 hours, regardless of the size, needs throughout the PA process. Bob Wright will be magnitude,or scope of the disaster.We can immediately responsible for managing the relationship with City.This mobilize a team with specific expertise related to the includes overall program oversight and will coordinate demands of a given situation.This rapid response reflex and attend milestone meetings with FEMA,the state gives us the ability to respond to widespread disasters and city staff.Our Project Manager, Bob Wright,will with unprecedented flexibility and capacity. devote up to 100 percent of his time during the recovery process, but as City staff becomes more familiar with Bob has the authority to deploy additional support staff, the FEMA PA Program,the documentation needed for as needed based on the scope of the disaster and the submittal,and the associated processes,we expect technical skills required fulfilling the specific needs of the the amount of time spent on the project to decrease City. Because we maintain a consulting team consisting gradually.Additional FEMA PA specialists,as well as of our own employees, rather than contractors,we mitigation and closeout specialists,will be provided on can closely regulate our commitments and to ensure an as-needed basis.The Tidal Basin team will work with consistent, high quality staffing. City management to determine all needs at whatever point in time. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 16 TIDAL BASIN Teaming Partner A Ardurra Group, LLC(Ardurra) Services include: specializes in disaster > Project management, program management, management and grant construction management(HUD CDBG-DR, HOME, compliance as well as multi- ESG, FHWA, FEMA IA, PA,404 and 406, USDA,and EPA discipline engineering programs) A R D U R R A and architecture to public agencies. Founded in 1987 in > Disaster management-planning, mitigation, recovery, Louisiana,Ardurra draws upon more than 100 seasoned close out professional and technical staff to provide clients with > Grant application development(EDA, FEMA, HUD, efficient,streamlined,and cost effective services. EPA,Wildlife and Fisheries,and USDA) Ardurra's staff has worked on more than 25 federally > IT Database Development& Management declared disasters,and has managed$20 billion in CDBG-DR funds for housing and infrastructure programs > Compliance& Reporting throughout Louisiana,Texas,Mississippi, Florida,South > Financial, Payroll &Grant Management Carolina,Colorado, Illinois, North Dakota, and New York. > procurement&Contract Monitoring > Insurance Support > Emergency Management Plan Development > Alternative Funding Sources Support > Engineering and Public Infrastructure Management Ardurra's mission is to provide the highest level of disaster response to their clients—compassionate, compliant,and expedient—no matter where the disaster occurs. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 17 ---•••TIDAL BASIN Organizational Chart CITY OF MIAMIBEACH PRINCIPAL — — — — IN CHARGE EMERGENCY MANAGER - Bill Slater PROJECT MANAGER Bob Wright \ , . �: RECOVERY � �\ :` ` �'�' �; �;�. yyy CONSULTANT DATA SPECIALIST TBD \ \ \\ \` :\\. �\ A \\\\\\��\ \ A TBD vv��� Av��\V A��`yA �Av. vv -•� v • •AvA `,`Vv ,: 1 TIDAL BASIN 3.1 Detailed Information • k, ", �!!, ,V0410rAte • MILL ice -7 • ,, r rt w yam` rr l t � • 7=. 40• iC • _r 1 C� [ r AS Y t-141.z-,s'.. � a - • y ... .. •..Y -- - �*� Jnr ---- " _ -"`"- """ 0„ ,.•411 ,t ! yin ' •� • Approach and Methodology Supporting Damage Assessments Tidal Basin has extensive experience assisting clients to Tidal Basin has experience assisting grantees and local prepare for, respond to,and recover from catastrophic jurisdictions with post-disaster damage assessment services, including preliminary damage assessments disaster events such as snow disasters, hurricanes, (PDAs) as part of the federal declaration process.Tidal severe storms,winter storms,earthquakes,and Basin is familiar with the damage assessment process other natural and man-made events.As part of our for community infrastructure and public facilities.This portfolio of services,our team offers clients full-service . experience allows our team to assist in the post-disaster emergency management consulting,including(but not assessment and reporting of damages in a manner that limited to)public assistance (PA), hazard mitigation,and will help impacted communities reach their maximum individual assistance (IA) programmatic support;damage reimbursement and reconstruction funding potential: assessment; estimating services;and hazard mitigation planning and project management.We work with both We will work closely with the City to determine the state and local governmental agencies to ensure they extent of damages and review these for eligibility under are aware of all possible disaster hazards and have the the FEMA Public Assistance program.This includes proper resources and protocols in place to minimize documentation and listing of quantifiable loss potential risks, mitigate potential losses, respond to expenditures and damages during the formulation disaster events,and efficiently navigate the recovery phase of the engagement. Each listed item will be process. segregated into work category(A-G)for processing under the FEMA.Public Assistance program.Our previous FEMA consulting and damage assessment work for the states of New York, Massachusetts and Alaska, as well as numerous applicants,will ensure that there will • be no learning curve. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 19 1 1 ---------""TIDAL BASIN Our team is also trained.to recognize and suggest meetings and assisting in developing a defensible list of hazard mitigation opportunities at all stages of project projects for FEMA.We will then work in collaboration development. Hazard mitigation funding is an often- with the City to conduct damage intake and initial overlooked aspect of the PA program.Our focus on eligibility reviews, elevating questionable items early and hazard mitigation means that a significant portion of ensuring issues or concerns are addressed prior to any all project worksheets written with the involvement of FEMA reviews.These efforts are designed to segment TIDAL BASIN achieve additional grant funding. work based on already available data and to assign projects into three (3) processing lanes: Our expertise includes a thorough understanding of coverage by both insurance policies and the Public >1400 4-,c'empleted __ _ -. Assistance program of expenses such.as required Codes .EdittluluelBmaerOutline > Uneo-tirpletethyormal and Upgrades,as well as details such as the calculations • • :I4anto—me Document 0. 1- > Un'cdmpiet'edF o'm'pPe r'j :c:b.t _...'1 involved in determining eligibility for rebuilding under 12 Uert a Poky•f:ppLant:PaAry m 50% 13 Union Corveas-Arynm:Ulan Convxis Naga p`c.ens Tr' FEMA's Rule. In addition,we assist applicants and P,,m;MF�t,, I This trib es'jthifitE5rfiet s`to`asslgn appropriate' the State to implement an effective project formulation zGt;,,Tio i. m �,., strategy and to track the development of project resources~:(ePg:�,.teehrticalaexperiS)to the right types of projec s°�ancT`Rioritize projects that can helpexpedite worksheets and any related change orders. 1 r„;'- p the reimhufsementprecess for.the City:The_Tidal Basin teRit yMiK • llaboratively with the City to suceessfall'y guide the in and outs of developing' • . Our team has conducted over 1 million housing 1C�tSm,+yQpert-Gr-,:,,�a:,5. inspections under FEMA disaster programs. an effica;fta,p ,o ect. ;n,•�i Ition strategy, including,_ determi efiorr ofihhfoW to �drgar size projects,which to Lb,S M1i erid Crs SummaryP'pxt- M1fatnt _ - • select.GrRitrtpreua .DrGatef,nate{� !n status,and identify ikulti al' If1tesetli tent Sarremsry F,qualify.�for FEMA Infrastructure and Facilities Assessment teniporlaryiacility program. . ' 25.t;mon,'Roller Report Lehr Per.am1P.epat Tidal Basin has worked extensively with local 251Time F.r ds-i de xe-Grartaiba rm<Fnads tilme Cards,etc) • governments to help them understand and implement ___ __23 3#,n.tntIm ,ryP�,t- .E�.a tImxary,fFtuG Codes__`____.__.. .. __ the process of performing comprehensive damage Project staff will visit each site where damage occurred assessments.We are fully capable of providing any and collect detailed information to support the project training,technical, programmatic, or procedural formulation process with FEMA.Scopes of work and assistance and support required by The City Of Miami narratives will be developed for small and large projects Beach and local applicants to undertake and;accomplish with a thorough description of the damages including thorough infrastructure and facilities assessments. required back-up documentation for all work completed, Our team provides the professional resources the maintaining compliance with grant requirements. Digital City requires for the preparation of a comprehensive photos and GPS coordinates will be used at each site damage assessment, including building code inspectors, visit to support project development and once all licensed engineers, project managers,CEF experts and information is gathered, it will'be reviewed by a Tidal trainers, insurance specialists, emergency management Basin team leader and submitted to the client for specialists,and specialists in specific disaster-related approval.Once approved by Miami Beach,we will disciplines such as debris management,emergency upload the information to both the state and federal protective measures, roads, bridges,dams,tunnels, systems for concurrence and approval.Our team will water treatment and potable water distribution systems, work within FEMA's new PA system (FEMA's Grant utilities, building and contents valuations,environmental Managers Tool)to ensure approved projects are entered issues, and codes compliance. appropriately. , Review Eligibility Issues Filing and Tracking Eligible Costs When it comes to Public Assistance services and ' The Tidal Basin team will work hand-in=hand to develop administrative services,Tidal Basin's philosophy is, a grant management strategy that will maximize "Get it right the first time"! We initiate our process by (qualified FEMA reimbursements. Our team provides supporting the City with exploratory calls and scoping general grant management services throughout all phases of the recovery process. Our team will work closely with the City to determine damages and review CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 20 1 TIDAL BASIN these for eligibility,actively flagging any questionable • Mitigation planning items to help ensure that the City receives the full >Facilitate communications and coordination amount it is entitled to under appropriate recovery Determine losses programs. In addition,we will assist the City to implement an effective project formulation strategy and >Clean-up and emergency response to track the development of project worksheets and >Evaluate construction contracts,construction cost any related change orders, paying close attention to the accurate quantification of damages. estimates,and codes and standards Buildings/ Equipment/Supplies We work in close coordination with all relevant >Road/Utilities/Recreation stakeholders to ensure that state and federal >Immediate needs funding regulations are being followed,and that policy requirements are met related to PW development. >Temporary relocation costs As projects are defined,we will work with the City to collect the necessary documentation to support Categorize losses and prioritize funding source proper reconciliation of work completed, as well as potential work yet to be completed.We work closely with all relevant departments throughout the process, providing >Insurance Extra Expense and Property training and guidance to help the City prepare for >FEMA categories A-G closeout and audit from the outset of its recovery. >Responsibility of another Federal Agency Our consultants also serve as a centralized program management resource to facilitate the coordination and >Special Considerations(Historical, Environmental, communication for the City,guiding key staff through Floodplain,etc.) the preparation of a program management plan,and providing decision makers with the information they Determine project eligibility and cost allow ability need to drive the recovery from beginning to end—all determinations with an eye to FEMA eligibility and compliance. >Fully describe and document loss elements Our closed-loop management process provides >Provide verification and reporting both oversight and control over both technical and management aspects of the program. Our program Develop/maintain a sound recovery strategy management approachincludes regular internal and external meetings/reviews,to assess overall progress, >Assist with design and scope development identify and manage risks,ensure close coordination, >Discuss mitigation options and help formulate and foster effective internal and external team approach communications.We measure and control all critical • Section 406 Hazard mitigation funds aspects of the program's progress to monitor trends and react in a timely manner.Our plan is designed to >Prepare project worksheets and damage inspection. provide continuous management and improve customer reports visibility into program technical,cost,schedule,and risk >Documentation preparation and review performance. Our consultants will assist the City to: • HMGP applications Develop a management approach(plan) • LMS strategy >Assist in the development of the County'sy >Assist •in the deManagement Plan Recovery Team >Determine roles and responsibilities Develop a funding approach • Emergency planning > Identify and document any changes • Disaster recovery • CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 21 ...TIDAL BASIN -- > Document unaccounted-for damages change orders, '''N,,,, or other issues,which require versioning of the PW \ Implementation plan Develop Th Management aii ,.. m >Development of applicable project worksheets and Plan '� proposals , f > Completion of approved projects > Make routine site visits to evaluate progress, ; performance and compliance Determine > Provide verification and reporting, as well as Losses, appropriate documentation of activities \:. «," > Attend progress meetings > Prepare and maintain detailed project files, reviewing ! \ all addenda for eligibility and compliance Categorize `" ' Losses , 2 ! Final inspection and closeout >Assist the City with change order processing and review or._ > Manage/oversee any required owner-furnished t , Lmr„ � testing and inspection services a` Determine Eligibility > Maintain schedules of documentation deadlines and L construction milestones * > Provide ongoing monitoring and status reporting to c w< \ the City , \ Develop ! 1 \ With our extensive involvement in New York and Recovery 1 New Jersey following Hurricane Sandy,as well in Strategy Alaska, Hawaii,and south Florida,we are one of the ��_�~ only respondents with strong, hands-on knowledge 1/..-..11)--- of and experience in assisting with the filing of grant ^J applications for funding under the FEMA Pilot Programs i Develop including Section 428 of the Stafford Act.We have this Funding experience at both the applicant and the state levels, Approach giving us unique insight into the issues involved. Preparation of Project Worksheets (PWs) t -- The Tidal Basin staff are currently working with the City implementation in the proper development and submittal of all required Plan documents to support PW development following the `I / devastating impacts of Hurricane Irma.As such,our team has the unique ability to understand both the needs of FEMA and the City throughout the development,of approved projects supporting the City's ---1111111.1./ \I 3-O_I disaster recovery efforts. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 22 1TIDAL BASIN Tidal Basin team members will work with the City Exploratory call to record all damages for inclusion with project Once the RPA is approved,Tidal Basin staff will work worksheets developed and submitted to FEMA.The through the City to schedule and participate in FEMA's preliminary damage assessment,once finalized,will Exploratory call.This call will serve as an opportunity be provided to the City for official submission to the to meet with FEMA's program delivery manager and Florida Division of Emergency Management. Damages staff. During the call,Tidal Basin will provide the City will be sorted by category of work and reflect locations with suggested approaches provided by FEMA, and as a (where applicable),costs and impacts to any critical result, advocate on behalf of the City to ensure accurate infrastructure.This finalized document will be a part information is being distributed by the State of Florida of the foundation for the development of detailed and FEMA.Tidal Basin will continue to work with the City scopes of work,costs and special considerations to be in identifying impacts of disasters, and will produce a list submitted for future reimbursement under the FEMA of damages by category that will be available at FEMA's Public Assistance Program. . scoping meeting. _ , -: .. Scoping meeting == "" '� ® - Once known as FEMA's kick-off meeting,the scoping -1- 1 _ { ___ meeting is the opportunity for the City of Miami Beach, W ^ice Tidal Basin,the State of Florida,and members of aoFEMA's recovery staff to begin the process of formally M_ ® I identifying the impacts of each disaster.Tidal Basin will I ME ® I bring the detailed list of damages to this meeting so assmi 00 m® I FEMA may begin the process of identifying projects for submittal within both the federal and state (FloridaPA.org)funding and tracking systems. This meeting provides Tidal Basin,in conjunction with 1 t the City,the opportunity to provide FEMA a detailed list of damages and impacts the City has faced.Tidal Basin staff will provide FEMA and the State of Florida detailed project descriptions and documentation for the program delivery manageFto review,evaluate,and finalize. Tidal Basin will support the City's recovery priorities, Attend applicant's briefing and submit request and deadlines will be established for the submittal of scopes,and costs to assist in the development of project for public assistance (RPA) worksheets. After compiling the preliminary damage assessment figures and ensuring their submittaltothe State of Project formulation, site visits, and special Florida,Tidal Basin team members will attend Florida considerations Emergency Management's applicant briefings. Our staff will work with the City to ensure all questions are Once preliminary damage assessment's have been addressed. Based on the meeting, our staff will,be able completed,Tidal Basin staff will work with each City to assist the City in the proper submission of FEMA and department toidentify damages and collect costs the State's RPA.As the key document in beginning the incurred by the City.Tidal Basin will continue to work FEMA reimbursement process,the RPA serves as one alongside City staff following the scoping meeting to of the most important documents an applicant should ensure the City has identified all potential reimbursable submit.Tidal Basin team members have worked with costs. the City and State to ensure all RPA's relevant to the City Project staff will visit each site where damage occurs have been submitted,tracked,and approved by both the and collect detailed information to support cost State and FEMA. reimbursement from the State of Florida and FEMA. Scopes of work and narratives will be developed for small and large projects that describe the damages as CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 23 • TIDAL BASIN thoroughly as possible and back-up documentation will Tidal Basin has the unique ability to provide be maintained in compliance with grant requirements. comprehensive support to project development, execution,and closeout during a disaster.As Digital photos and GPS coordinates will support each professional FEMA recovery consultants,we can develop project.Once all information is gathered, it will be complex scopesof work to support any project award. reviewed by a team leader and submitted to the client for approval.Once approved by the City,Tidal Basin staff Cost-Effective Mitigation Opportunities will upload the information to both the state and federal systems for concurrence.Our team will work within Tidal Basin believes our clients know how to repair Floridapa.org and FEMA's new PA system;(FEMA's Grant and rebuild in a more resilient manner.Therefore,we Managers Tool)to ensure project and awards(approved will work with the City to take advantage of additional PW's)are entered appropriately, funding opportunities to strengthen and improve ( infrastructure and protect against future damage.We Throughout the identification of damages and the will work closely with your staff,ensuring all projects development of project scopes and costs,Tidal Basin identified and developed will be reviewed for potential staff may identify opportunities for the City of Miami mitigation opportunities available under FEMA's 406 Beach to maximize its eligible FEMA funding through mitigation program.Together we will identify technically the development of alternate or improved projects, viable and cost effective 406 mitigation opportunities or utilization of FEMA's alternative procedures as and develop 406 hazard mitigation proposals that will authorized by Sections 428 of the Stafford Act.Tidal enhance and protect existingprojects and facilities. Basin staff will work with the City to develop the appropriate requests and notifications and confer with Inaddition to the 406 program,Tidal Basin will FDEM and FEMA to ensure appropriate approvals, work with the City to take a more holistic approach permits,and coordination are received for each to mitigation and identify non-project related applicable project.Tidal Basin will then track these opportunities to make your community more resilient projects through completion to ensure deadlines are under FEMA's 404 hazard mitigation program as well. met and appropriate costs are recorded and when The first stepis to ensure that applicants have the necessary, advise the applicant of any cost containment required and approved local mitigation plan at the time issues. of obligation of grant funds for mitigation projects. Below are some additional actions our professional Tidal Basin recognizes the`long-term nature of recovery staff will take to support the City with the 404 Hazard operations.Our experience with Florida hurricanes Mitigation program: and other natural disasters demonstrates final project closeout could easily exceed five years.As such,we > Meet with City officials to decide on appropriate are committed to identifying the most critical projects mitigation projects during our support of your operation,and expedite. > Assist in identifying and submitting 404 mitigation disaster closeout activities through the production, proposals in a timely manner monitoring, and closeout activities based on a total > Work with the State to determine funding amounts quality management approach. Each phase of recovery and priorities for HMGP process we are involved with will be constantly monitored and adjusted to ensure the best quality > Identify sources of funding for the non-federal match product is produced in a timely manner. It is Tidal Basin's > Manage and monitor the progress of any approved goal to close out all applicants we are involved with projects and ensure compliance with program before they reach this critical five-year window, requirements Our consultants will immediately identify the City's > Conduct any required benefit cost analysis for most critical projects.These projects,whether due identified projects to complexity or costs already incurred,will be given priority in scope preparation and final PW approval. We will also identify opportunities to leverage the two Such projects will include debris removal, reduction, and programs and use 404 funding in conjunction with 406 disposal as well as damage to critical infrastructure such mitigation funds to bring an entire facility to a higher as water,wastewater, public buildings, and. utilities. level of disaster resistance,when only portions of the facility were damaged by the current disaster event. Our consultants'"think about the end at the beginning"and CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 24 TIDAL BASIN On average, 1 spent on HAZARD MITIGATION provides the 4 IN FUTURE NATION approximately BENEFITS 0w Min 1111 PI will fully explore and support every opportunity to help Our proven approach is adaptable and includes ensuring establish a stronger, more resilient community. FEMA has honored its part of the process and provided a formal determination memorandum detailing what Once the project formulation phase is completed and was disallowed or de-obligated,why(including relevant funds have been obligated for use,our professional team statutory or regulatory basis)and what documentation of seasoned FEMA PA experts will assist the City with it relied on to make such decision.With this information the grant management and close-out phase of recovery in hand,we carefully construct our first appeal which efforts. Our primary goals are to define and standardize is designed to do two things:first it forces FEMA to cite the activities associated with this phase,to promote all specific references for its decision including laws, consistency in implementing and monitoring the PA regulations, appropriate policies and common law-like Program and provide a common understanding of the precedents.Secondly,we make sure FEMA creates an expectations/requirements of the program. official administrative record (which closes after the first appeal)—so all information our team deems relevant Preparation of Appeals can be considered in the second appeal. Our dispute Disasters are complex and navigating through the resolution specialist will review all pertinent documents, disaster assistance programs can be confusing at best. cost information,written policies, and even previous Tidal Basin will work with the City daily to ensure appeal determinations from FEMA to craft a valid and awareness of each project status.As misunderstandings defensible appeal.When an appeal is unavoidable,our occur,our staff will work as advocates on your behalf experienced team brings unprecedented success. and work through you to ensure questions are answered Any federal grant program administered by the state is and issues addressed by the state and FEMA. subject to audit from both State and Federal agencies. The Tidal Basin team has been successfully resolving PA Tidal Basin works to support audit reviews from the disputes since 1996. During this unparalleled period of preliminary damage assessment through project experience,we have learned that the best way to resolve closeout. Our standard approach when creating project a dispute is to prevent it from occurring. However, files ensures that each project is completely documented when an appeal is unavoidable, our experienced team as if being audited from the start of the disaster. of specialists brings an unprecedented level of success in appeals and arbitration.Whether it is first or second OIG Audits appeals(or even arbitrations) our FEMA dispute Any federal grant program administered by the State of resolution professionals have successfully appealed Florida is subject to audit from both State and Federal such controversial matters as: how FEMA treats self- agencies.Tidal Basin works to support audit reviews insured retentions, improper procurement,emergency from the preliminary damage assessment.through procurement, unintended improved projects,the 50 project closeout. Our standard approach when creating percent rule,406 hazard mitigation,extraordinary project files ensures that each project is completely payroll costs,debris removal and the eligibility of DAC. documented as if it were going to be audited from the start of the disaster. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 25 TIDAL BASIN Tidal Basin staff members will work with the City to for closure of the PA grant program. Once accepted,all ensure documentation is received, processed,and documentation will be prepared for storage pending stored in such a manner as to support all phases of the future audits. City's recovery program. Cost justifications,decision memoranda,written cost estimates, bid documents, Long-Term Recovery Planning Guidance award determinations, invoicing,and paymenVrecords will be filed by project.This documentation will Tidal Basin's approach to developing Long Term support scope development, project approval,and Recovery Plans(LTRP) incorporates the whole proof of payment to all entities involved within the community.We will work with the community recovery process.These documents will be scanned stakeholders impacted by the disaster and develop and cataloged for easy reference in the future and Tidal recovery strategies grouped by identified demands, Basin will develop a record retention plan to comply damages and department. We will also facilitate with the minimum 5-year record retainage standard integration of mitigation into your recovery plan. developed by FEMA's office of inspector general. The resulting plan will serve as the basis for effective recovery to any threat or hazard that threatens your Project Closeout jurisdiction.Our all-hazards approach to emergency preparedness encourages effective and consistent Tidal Basin has helped numerous clients through their recovery to any disaster or emergency, regardless of the final inspection and closeout following a declared cause.Our risk-and capabilities-based,scalable strategy disaster.When the City has completed all projects, identifies common capabilities and impact risks to your and drawn down reimbursement for all eligible costs, jurisdiction and thus will reduce recovery times from our consultants will work with internal staff to finalize disasters. preparations for State/FEMA final inspections and = - audits. Measure Results and Hold Stakeholders Under the PA Program, project completion typically Accountable a . involves two separate processes:final inspection and final audit. Final inspection involves the reconciliation Collaborative initiatives such as planning are of the actual scope of work and costs incurred with. sustained when the stakeholders see results. It the scope of work and costs approved by the PW.All is'important to set small,achievable benchmarks large-project PWs are subject to a final inspection. In and to measure accomplishments.All partners addition,a selection of small PWs will be inspected.Our • must be held accountable for delivering on the consultants will bring its extensive expertise in this area commitments they make. Collaboration works only to bear on behalf of the City,to ensure that the final ;� through individual accountability. inspection and audit requirements are anticipated from '--- - -- --- - -- •-- -- -- ____ _-__'_ the beginning of the grant management process. Our team understands the importance of including key Once all large projects have been completed,all small stakeholders in the plan development.The whole of projects reimbursed,all appeals resolved, and all community approach will leverage the resources of your funds distributed to the City,we will work together jurisdiction throughout the planning effort.We can more with your staff to prepare for disaster closure.This accurately and completely identify needs, resources, includes preparing files for audit,compiling all financial capabilities,and impacts by engaging the whole disbursements, and preparing the required forms(P-4) community.The most realistic and complete plans are prepared by a diverse planning team, including senior leadership, representatives from each department, civic leaders, businesses,and organizations who can contribute critical perspectives and/or have a role in. executing the plan. Engagement with your stakeholders is of the utmost importance to the development of the LTRP..' Pertinent stakeholders will'be asked to participate in meetings;review updated plan elements,and provide feedback and suggestions.Throughout the process, CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 26 NIDAL BASIN e g JE,s 1' Identification of D t reL R. LTRP Preparation Form a Collaborative `ar. LTRP Planning Team Impacts,and �als�at Development Need,. b�ectttves.,. . . ApprovalReviewand MIAMI 3.56 l representatives of partner agencies and groups will have Following this meeting,the Tidal Basin team will finalize direct access to the Tidal Basin Team and can provide the project management coordination plan,which feedback at any point. will include contact information, project objectives, a Planning should include.senior officials throughout the timeline for completion of milestones, and the process to ensure both understandin and approval. of internal and stakeholder collaboration.We will processg' provide this Plan to the you within 5 days of the internal Senior official buy-in helps the planning process meet kick-off meeting. requirements of time, planning horizons,simplicity,and level of detail. If the Tidal Basin Team is unable to reach We will work with your POC to identify personnel to a stakeholder or group after the second try,we will comprise the collaborative planning team (CPT),which reach out to the appropriate senior official or your point will act as the steering committee to guide and work of contact(POC)for assistance in reaching that person with the Tidal Basin Team.We will work with the CPT to or group. identify titles, names,and contact information of specific Ourpersonnel are former local,state, and federal stakeholders who sh' LL pied in the process. i�'baa�a�ab emergency managers who have developed emergency response and recovery plans using this approach. Not ' only do we understand how to develop a usable plan, w but we know how to develop a plan that supports state = r � , , A, a � � � _°' �'� and federal guidelines. '' 1derif1fICat10C1 Of Tidal Basin will follow the planning process outlined impacts and Needs above.We will discuss these steps in context with your POC prior to beginning any work. The LTRP will be developed surrounding commonly identified needs and shortfalls that typically occur after a disaster impacts your community.This identification A® 9 I will be based on current threat assessments conducted �? your jurisdiction in support of local,and state lcomprehensive emergency planning requirements. Cby Once needs are identified based on each threat,they will be grouped and assined to a recovery working group. Each working group will prioritize these needs andassign task leaders to assist in the development of long- term recovery activities needed for each item.We will accomplish this through data review,Stakeholder/Whole Immediately after award,our team will schedule an of Community Outreach,threat/hazard identification, internal project kick-off meeting with the your POC and and risk analysis. other personnel as determined by the POC.We will discuss project controls and processes for managing the In the data review,we will collect and review plans project and our engagement with stakeholders to ensure and data provided by the City and perform additional a comprehensive understanding of what we plan to research.We will conduct a high-level cursory analysis deliver, how we plan to deliver it,and what level of of the content and scope of each plan element.This engagement will be necessary from each stakeholder. analysis will also determine if the threats and hazards We will address the level of communication, including reporting and updates as required by the City. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 27 a TIDAL BASIN identified are appropriately considered.Analyzing this All meetings shall be scheduled as needed to timely and information provides a basis for determining priorities, properly deliver the services.These interviews will be developing or comparing courses of action, and making tailored using the information gleaned during our data decisions. Potential data includes the following:. review and assessment. >After-action reports We will present,for approval,a list of impacts and needs >HIRAs/THIRAs to be considered.We will consider the likelihood of the >COOPs incident, history of incidents,and recommendations from key stakeholders.We will review the probability, >Mutual aid agreements impact, and effect,and risk of not preparing for each. >Mass casualty plans >County risk factors and assessments 44,0 >Conimunity services and products and the department =: ' and facility that provides each Ie >Community resources and department etlLTRP " �\ Goats and Objectives. ; >Information on vendors and suppliers s >Information on community systems, data bases, and other resources Next step in the planning process is to use information >Policy, program, and strategic documents,and other from the impact and needs assessment to determine internal information operational priorities and set goals and objectives >Current contact list and organizational charts based on the priorities.. >Infrastructure for redundancy of services Core capabilities are distinct elements that are essential >Network and storage technologies for the execution of each mission area,and achieving >Critical municipal business processes and applications these capabilities requires the combined efforts of the whole community.Capabilities-based planning focuses >Applicable charter document on the a jurisdiction's ability to take a course of action >Operational reports and see if it has the right mix of training,organizations, >Operational structure documents plans, people, leadership and management,equipment, and facilities to perform a required recovery function. >(non-personnel specific) HR statistics and data, and We will work with your POC to finalize these decisions. organization Draft DevelopmP After forming a background understanding,we will begin stakeholder outreach.We will work with your POC to schedule and conduct the general project kickoff meeting with key stakeholders.We will explain the assessment tool and path forward.Our Excel-based assessment tool •LTRP asks stakeholders open-ended questions with answers Deve1oprnent, aggregated into a master spreadsheet. -_____—__ _ Tidal Basin will then work with your POC, and stakeholders to schedule,facilitate,and conduct planning interviews with key stakeholders as needed. We will begin developing the LTRP in support of your comprehensive emergency operations plan.Tidal Basin will work with you to generate,compare,and select practical solutions for achieving the goals and objectives identified in the previous task.We will identify resources needed to make the operation work and estimate capabilities and identify shortfalls. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 28 TIDAL BASIN Tidal Basin will prepare a review and recommendations Final Draft of the Long-Term Recovery report in which we will identify any recommended tasks, Plan or objectives.Once you have reviewed the report,we r will begin development.To do so,we will conduct and facilitate face-to-face Key Stakeholder meetings, as well 4,, .__ as additional interviews and request for data as needed, for each area. Tidal Basin will then assess the development of the LTRP 4= LRP Preparation, 't to: Review and Approval >Identify progress made toward the end-state >Identify"single point failures"(i.e.,tasks that, if not f completed,would cause the operation to fall apart) Once the plan has been developed, presented,and >Check for omissions or gaps internally validated,the Tidal Basin Team will prepare the document for your POC review.After these edits and >Check for inconsistencies in organizational suggestions have been incorporated,and under your relationships direction,we will provide each stakeholder with a >Check for mismatches between any City and County pertinent plan section for review and comment.Within plans, including the State,with which the City is two weeks of receipt of final edits and comments,we interacting will have a final version ready for delivery. >Evaluate any City plans using risk factors and 3.2 value-Added Services assessments from the County and State >Review and evaluate the findings from any county Total Solution Emergency Preparedness Assessment(CEPA)tools that may have been completed by the County The biggest concern voiced by our clients is how can the FEMA Public Assistance program complement("wrap After your POC has reviewed the draft LTRP,we will 'around")the State's insurance.Tidal Basin is the only disseminate the plan to all Key Stakeholders.Allowing company that provides a "total solution"for insurance approximately two weeks for review,we will schedule an and FEMA consulting under one roof.We can provide in-person meeting with your POC and Key Stakeholders. the answers to these and other critical questions as soon At this meeting,we will review and discuss the as selected.This information alone will equip the City recommendations made in the draft plan. Based on leadership and allow them to make informed decisions the outcome of this meeting,the Tidal Basin Team will with respect to budgeting,deciding among recovery implement recommendations while preparing the LTRP options,and contemplating long-term disaster recovery and any supporting annexes. plans.The significance of our understanding of the total financial recovery process and multiple funding sources is a discriminator between our team and all other competitors. Tidal Basin is unique in that we deliver a total financial recovery solution that includes FEMA PA, HMGP, insurance consulting, HUD CDBG-DR,and other disaster relief funding integration in our patented Total Solution®. We have offered insurance adjusting and FEMA consulting together since 1996.We will help the City to: >Develop and maintain a grant management and recovery strategy that includes hazard mitigation; CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 29 TIDAL BASIN >Formulate and validate project worksheets (PW) issues, is critical to maximizing disaster relief funding that are fully coordinated with the insurance claim for applicants and settlement process; resolving closeout >Accurately track projects;andif f 4• TEMPEST issues.Tidal Basin will assist the City >Provide expert program guidance with respect to GEMS in proactively eligibility and options. Grant Expense Management System addressing multiple issues and challenges Because we understand the issues and requirements in the administration of the FEMA PA program. inherent to coordinating public/private funding sources and their complex interactions,we can guide the City Further,we have provided expert claims preparation around the pitfalls often associated with the disaster guidance to hundreds of individuals and commercial recovery process.Our team will assist in coordinating claimants throughout the Gulf Coast that were impacted efforts withiall surge-capacity add-ons such as by the BP Oil Spill, including'members of the key fishing architects,engineers,construction contractors,etc.to and related industry associations.We were retained make sure the City meets State/FEMA requirements in a by the State of Louisiana to assist the State in their timely, but accurate fashion. Our team will also develop efforts to quantify the State's losses due to the spill. priority and plan-based project formulation to keep We are happy to provide additional details on our Total funds flowing while logically formulating longer-term Solution® upon request. projects e.g.Section 428,Alternate, Improved, etc.We have experience with CDBG-DR funding and experience Tempest-GEMS in combining programs to minimize local match, specifically under 404 and will ensure that all legal Tidal Basin offers our clients a systematic and disciplined responsibility and OFA issues are handled appropriately. approach to disaster recovery grant management. Our processes and methodologies incorporate the acumen Due specifically to our involvement with Hurricane of seasoned subject matter experts,trained project Sandy in New York and New Jersey and Alaska's and officers with sophisticated grant management software, Hawaii's recent disasters,we are current on the various Tempest-GEMS.The software augments our professional nuances and policy changes associated with the PA services with a tool provides detailed score cards on program, including the implications of the Sandy compliance with grant management rules.The work Recovery Improvement Act 2013 (SRIA);Alternative flows,financial tracking,document tracking,quality Procedures Pilot Programs for Debris Removal, assurance processes, and reporting the web-based Permanent Work, Post-Katrina Emergency Management software creates a uniformly consistent process for Reform Act of 2006,and Dispute Resolution; and FEMA managing a grant through its life cycle. Disaster Assistance Policy(DAP)9525.9 Section 324 Management Costs and Direct Administrative Costs. Every step taken by Tidal Basin during the initial phases of disaster recovery are steps towards close out and Our staff will put their unparalleled technical expertise financial recovery.The immediate concerns of public to work for the City.Our support is a continuous officials must be the preservation of life and property. partnership.We will assist in analyzing insurance- The long-term goal must be the protection of the local related issues as they relate to specific projects—not tax payers with the use of disaster recovery grants. just applying a one-size-fits-all approach to insurance While these grants strive to reduce the impact of natural considerations.We'll provide ongoing assistance to disasters on the local tax base,there is a risk of the US help understand key decision points, always taking the federal government reclaiming funds that were not used approach of educating and mentoring our federal,state in strict accordance with law. and local counterparts on the intricacies and specific applications of insurance considerations. Tempest-GEMS uses the financial data,the corresponding documentation, and an ingrained There are also no other respondents that have our knowledge of federal law to assist communities from level of insurance knowledge, particularly as it applies mistakes. During the recent decade,the DHS Office of to the FEMA PA program—a factor which,given the Inspector General has consistently identified the follow 24%OIG audit failure rate associated with insurance four fail points: CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 30 TIDAL BASIN >Failures in procurement policy In addition to these protective measures,the system >Failures in contract procurement has: >Failure to provide supporting evidence for costs >Close-out readiness score cards >Submitting duplicated costs for reimbursement >Automated close-out binders >DAC trackingTempest-GEMS includes the capability Within Tempest-GEMS,these concerns are addressed to produce all standard FEMA public assistance with nearly every keystroke.The system includes: reports,quarterly progress reports, and other reports >Procurement policy self-assessment that track progress.The system can manage other federally-funded grants as offered by HUD, USDA,and >Contract procurement score card others.Tempest-GEMS is technology that provides a >Unsupported cost report common operating platform to our team and permits >Duplicate cost prevention and reporting continuous collaboration with our clients.Together, we track cash flow status, and the progress towards financial recovery following the devastating impact of the weather. • Why Tidal Basin is the Best Choice for the City of Miami.Beach ,7 Over 30 years of experience and proven capabilities in disaster recovery ✓ Established History with the City of Miami Beach ✓ Total Solution®-We unite the nexus of property insurance and FEMA portions of your disaster recovery into one financial recovery strategy. ✓ Unsurpassed audit and appealexperience—Wehave a.winning record ✓ Hands-on knowledge of FEMA policy changes,to include the Post Katrina Emergency Reform Act,Sandy Recovery ImprovementAct,Super Circulars,and FEMA PA New Delivery Model ✓ Practical experience utilizing FEMA's new Grant Portal • • • • CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 31 TIDAL BASIN Steve Glenn Principal-in-Charge Education Steve Glenn brings 29 years of experience managing large-scale disaster >B.A., UNC-Pembroke, planning and response/recovery programs. Mr. Glenn has trained local Pembroke, NC governments and private agencies in disaster planning, response, recovery and mitigation activities;coordinated local emergency planning committee activities; and trained, planned, conducted and evaluated large-scale disaster exercises. Areas of expertise Mr. Glenn currently serves as Vice President of Operations for Tidal Basin >406 Hazard Mitigation Disaster Government Consulting,a wholly owned subsidiary of Adjusters International, Planning Inc. and coordinates operations for over 40 emergency management projects >FEMA Individual Assistance at the federal,state,and local levels.As Infrastructure Branch Chieffor FEMA Region IV, Mr. Glenn oversaw the implementation of the Public Assistance >FEMA Public Assistance Program for eight states totaling$7.6 billion in federal disaster funding. I served >Private Non-Profits Project Recovery Chief and Disaster Recovery Manager for the 2004 Florida Hurricanes Management and well as Hurricane Katrina within the State of Mississippi.As the Deputy >Public Sector Experience Chief of Operations for the North Carolina Emergency Management Agency, he managed $250 million in FEMA grant programs and implemented the nation's >Training first quality assurance program for the Public Assistance Program. IA-TAC Ill.This$375 million readiness contract covers FEMA's Bravo sector, including the northeastern states between Maine and Minnesota.Services include individual assistance to victims of presidentially declared disasters, such as temporary housing, pre-disaster planning,storm Mr.Glenn provided management oversight to support operational readiness and activity as well as contact management. IA-TAC II.As principal-in-charge, Mr. Glenn directed the deployment of 100+personnel in response to four presidentially-declared disasters, most recently assisting victims of Hurricane Ike in Galveston,Texas. He oversaw site assessment and inspections,staging and support,group site design,general construction, and facility management and installation. Project Cost: $250M (contract capacity). Technical Assistance Contractor for Public Assistance First Appeals, FEMA, Washington,DC. Under this IDIQ.contract, Mr.Glenn worked with FEMA regional offices to review,analyze,and develop draft responses to appeals filed with FEMA,Regional Administrators under the public assistance program. Analysis included project eligibility,scope of work alignment,cost estimation review,and project timeline review. Alabama Public Assistance Support for 2011 Tornado Outbreak,Alabama Emergency Management Agency(AEMA),Clanton,AL. In the aftermath of the tornado outbreak that occurred in late April of 2011,the AEMA activated its existing contract with Atkins so that our team can provide FEMA Public. Assistance Program support.Tasks involve the coordination of public assistance activities and assignments,technical support on insurance-issues,coordination CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 32 TIDAL BASIN Steve Glenn on environmental issues relating to recovery projects, Mississippi Alternative Housing Program Management individual assistance mission support,and financial Services(Hancock, Harrison,and Jackson counties), advising involving assistance with any AEMA-required MEMA.This project involved working with the State of reporting and compilation of daily field personnel Mississippi (in partnership with FEMA, HUD,and other reports for submission. Mr.Glenn served as principal-in- public and private entities)to develop, implement,and charge and senior policy advisor. evaluate an alternate housing pilot program for selected residents in Mississippi coastal counties that were Mississippi Hurricane Katrina Public Assistance heavily impacted by Hurricane Katrina.Atkins worked Program Support,Jackson/Biloxi,MS.Mr.Glenn with local governments, private not-for-profit agencies, oversaw the delivery of FEMA's Public Assistance and financial institutions to provide holistic long-term program support to the Mississippi Emergency housing solutions for disaster survivors within the state. Management Agency, Mr.Glenn served as principal-in-charge providing senior management oversight of the design/construction phase of the project as well as installation and deactivation of housing units. ( CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 33 TIDAL BASIN Bill Slater Emergency Manager Education I As an emergency management professional, law enforcement officer,fire >M.A., Emergency and Disaster fighter, and emergency medical technician, Bill Slater has extensive experience Management American Public as a disaster professional and emergency response volunteer. His extensive, University more than 20 years of law enforcement experience includes supervisory roles that eventually led to his assignment as a station commander. He served at the >B.A.,Communications& Public "ground zero" New York City Mayor's command post following the September Relations, Ithaca College 11, 2001 World Trade Center Terrorists Attacks in support of the rescue and School of Communications, recovery efforts. He was subsequently selected by the New York State Office of Ithaca, NY Emergency Management as a member of the initial cadre of New York State's Type II All-Hazards Incident Management Team.Slater is a certified trainer, Areasof expertise providing instruction in police,fire, and emergency management related >Alternate Projects curriculum for more than 18 years.As a trainer at the New York State Police Academy, his responsibilities also included oversight of other instructors.Slater >Closeout is currently serving Tidal Basin as the Senior Director of Public Assistance. >Disaster Planning Florida 4337-DR-FL, Hurricane Irma,FL. Lead a team of professionals providing >EOC Experience guidance to multiple clients in the Florida Keys,the area most severely impacted >FEMA Public Assistance by Hurricane IRMA. Mr.Slater was on the ground within three days of landfall >Improved Projects working with local municipalities in their Emergency Operations Centers and he continues to provide programmatic and grants management guidance to >Project Management multiple municipalities effected by this large scale event. >Public Sector Experience Hawaii 4282-DR-HI,Severe Storms,Flooding,Landslides,and Mudslides,HI. >PW Version Adjusters International deployed consultants to the State of Hawaii to aid with >PW Writing the recovery from flash flooding associated with unusually heavy rains. Mr. Slater served as the Deputy to the State Public Assistance Branch Chief providing guidance to the State and their$15 million-dollar recovery. Alaska State Card Street and Sockeye Wildfires. Provided support to the State of Alaska in their recovery from the wildfires of 2015. Nearly 800,000 • acres burned destroying numerous private residences and damaging critical infrastructure.AI provided estimators,verifiers and claims specialists to assist the State in the management of their disaster recovery process.Slater served as the project manager for this deployment and lead a team of 20 personnel to assist the State of Alaska. Hawaii 4201-DR-HI, Pu'u O'o Eruption. Deployed consultants to assist the State of Hawaii with a category A disaster in response to the Pu'u O'o eruption and resulting lava flow. Extraordinary emergency protective measures were taken to protect critical infrastructure and entire communities.Slater helped guide the state through this unusual response and the resulting$10 million-dollar recovery. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 34 BTIDAL BASIN Bill Slater Hawaii 4194-DR-HI,Tropical Storm Iselle,HI. Deployed New York State:4020-DR-NY, Hurricane Irene,NY.As a consultants to the state of Hawaii to aid with the member of the FEMA Region II All-Hazards IMAT team, recovery from Tropical Storm Iselle. Mr.Slater served as Slater was forward deployed to assist Schoharie County the Deputy to the State Public Assistance Branch Chief to provide command and operations support to the local providing guidance to the State and their$5 million- government efforts.The team established an EOC and dollar recovery. provided extensive support to the local external affairs officer. New York State:4085-DR-NY,Hurricane Sandy,NY. Deployed more than 200 consultants to work on behalf of New York State in response to Hurricane Sandy,the second costliest hurricane in United States history.Slater served as a Public Assistance Group Supervisor working with a team of 50 to 60 and coordinating the efforts of the Task Force Leaders. During this engagement he was also involved in the recoveries of several applicants including the City of Long Beach and Long Beach City School District. FEMA,Disaster Assistance Employee.Served as a member of the FEMA Region II Disaster Assistance Employee cadre,as an operational specialist and external affairs field specialist.As a member of this team he has responded to federally declared disasters and worked in joint field offices completing a variety of assignments. New York State Incident Management Assistance& New York State FEMA Region II All- Hazards IMAT Teams.These Teams are deployed to areas overwhelmed by disasters and provide support to local emergency operations Centers(EOC).As a team member,Slater was deployed to assist the State of Florida,with hurricanes Charley, Francis and Ivan, the State of Mississippi after Hurricane Katrina and the State of Louisiana after Hurricane Gustay.As part of the team,Slater served as the Information.Officer within the logistics unit and was responsible for monitoring information,and the development and release of information to stakeholders and media. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 35 TIDAL BASIN Bob Wright Project Manager Education Robert Wright has worked three federally declared disasters in New York State, >B.S., Business Administration, assisting with Adjusters International's administration of the FEMA Public Columbia College Assistance Program for the State, and also was deployed to Florida to assist Applicants in Monroe County,to Mississippi to assist Applicants in the aftermath >A.A.S.,Airway Sciences, ,of Hurricane Katrina,and to Louisiana to assist Applicants in Jefferson Parish. Community College of the Air Wright worked as a consultant for the Village of Islands, Islamorada, Florida for Force federally declared disasters--Hurricanes Dennis, Katrina,Wilma,and Tropical Storm Rita.Wright retired from the Air National Guard as a Chief Master Areas of expertise Sergeant. >404 HMGP Wright's broad knowledge and understanding of the FEMA Public Assistance >406 Hazard Mitigation program provided the basis for his technical writing. He is most recently >Alternative Procedures published in Disaster Recovery Today where he authored the article, "Rebuilding Under the FEMA Public Assistance Program: Repair? Replace? Relocate?"Wright >Appeals - serves as Al's Operations Coordinator ensuring all full-time disaster recovery >Closeout professionals who work in the field have the resources necessary to fulfill client >Cost Estimating Format(CEF) needs. >FEMA Individual Assistance New York State:4085-HM-NY,Hurricane Sandy Hazard Mitigation Grant >FEMA Public Assistance Program, NY.Operations task force lead that provided New York State with strategic advice about the 404 HMGP application process. Responsible for the >Improved Projects • overall effectiveness of the seven teams assigned within a specific geographical >Preliminary Damage area of New York State to ensure quality customer service. Instrumental in Assessment establishing protocol in setting up and conducting statewide conference calls >Project Management so those applying for HMGP funding could collaborate on projects of regional impact. Elevated to Program Director, leading a team of approximately 150 >PW Formulation personnel and responsible for consistently staffing the state's HMGP needs. >PW Version Successfully assisted 577 applicants in processing a total of 1,266 applications. >PW Writing New York State:Mohawk Valley Upstate Flood Recovery Program,NY. Damage assessment team lead assigned to Niagara County, New York,and responsible for a team of 12 personnel who conducted almost 600 site visits to assess damages as a result of early summer flooding. Primary focus of the site visit team was to look at and document flood damages to individual homes and small businesses. Damage descriptions and photos were then provided to the Xactimate (property., loss estimating software)Team where detailed damage assessment reports and repair cost estimates were developed.These were then provided toNew York State Department of Finance for flood recovery compensation. State of Alaska:4050,4054,236,237,238-DR-AK,Severe Winter Storms and Flooding. Project lead thated the team to assist Alaska with disaster recovery and FEMA Public Assistance support in the afternmath of Hurricane force winds, storm surge and waves that pounded Alaska's Bering Sea Coast, magnified by a second storm that followed almost immediately resulting in a second ._ CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 36 Bob Wright TIDAL BASIN declaration.Completed 110 project worksheets(PWs) New York State: 1899-DR-NY,Severe Storms and estimated to provide $3.8 million in funding and shortly Flooding,NY. Project officer and technical advisor thereafter,Alaska's Emergency Management staff sought that assigned to the Joint Field Office in Albany, NY assistance with state-level disaster Al-238, a severe and responsible for overseeing a 26-member team winter storm that struck Prince William Sound. developing 1,170 project worksheets for nine counties for an estimated $113 million from damages caused by a Union-Endicott Central School District. Project lead that Nor'easter.Worked with State and FEMA representatives led the School District's efforts to secure$1.6 million to develop issue solutions. in FEMA disaster recovery funding to repair facilities damaged from record flooding after the remnants of Cedar Rapids Community School District..Project Tropical Storm Lee,causing the Susquehanna River to manager guided the school district through FEMA flood crest and push 14.5 feet of floodwater and roughly 5 recovery processes to formulate a financial recovery inches of muddy silt into the athletic field complex. plan,document damages and eligibility,and coordinate with FEMA and the State to expedite the district's State of Minnesota: 1921-DR-MN,Severe Storms, approximate$25 million in grant reimbursements. Tornadoes,and Flooding, MN. Project coordinator that was instrumental in helping the state rebuild Wadena City of New Orleans:Sewerage&Water Board, LA. County Fairgrounds, in the aftermath of tornado damage Public assistance advisor assisted the Sewerage&Water that destroyed 11 buildings and severely damaged Board with the formulation of several complex project an additional 5. Developed a comprehensive project worksheets, including the development of a$31 million tracking process that gave the County accurate, up-to- Category B project worksheet and an improved project date information on the progress and financial outlays for the Board's fleet of vehicles adhering to Katrina- associated with each repair, replaced in-kind,alternate specific guidance from FEMA. or improved project. Provided the recovery team the necessary resources and strategy to finalize important rebuilding plans and move construction forward,while also considering possible future uses of the fairgrounds for the community. CITY OF MIAMI BEACH EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES 37 APPENDIX E COST PROPOSAL FORM Failure to submit,Cost Proposal Form, in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the cost proposal form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any'increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form shall be completed mechanically or, if manually, in ink. Cost Proposal Form completed in pencil shall be deemed non-responsive.All corrections on the Cost Proposal Form shall be initialed. Request for Proposals (RFP) No. 2019-001-WG Emersenc Mana.ement Administrative Su••ort Services % of Blended Rate Position Title Hourly Rate1 participation2 (Hourly Rate*%)3 Principle $ 220.00 1% $ 2.20 Project Manager $ 205.00 10% $ 20.50 Senior Grants Manager $ 165.00 30% $ 49.50 Grants Manager $ 155.00 30% $ 46.50 Document Specialist $ 130.00 20% $ 26.00 Engineer $ 170.00 1% $ 1.70 Cost Estimator/Assessor $ 155.00 1% $ 1.55 Administrator $ 80.00 5% $ 4.00 Quality Assurance Officer $ 165.00 1 % $ 1.65 • Consultant $ 205.00- 1% $ 2.05 $ % $ % $ TOTAL4 100% $ 155.65 Hourly rates shall be all inclusive, including, but not limited to, labor,benefits, insurances,overhead and administration, and profit. 2 Total participation by proposed team must amount to 100%. 3 Blended rate equals the hourly rate and the percentage of participation for each position. 4 The sum of the product for each position shall be the proposed blended rate. Bidder's Affirmation Company:Tidal Basin Government Consulting,LLC Authorized Representative:Greg Raab Address:126 Business Park Dr, Utica,NY 13502 Telephone:315-797-3035 Email:sglenn@tidalbasin.rphc.com Authorized Representative's Signature: ,<r���_, )/ \✓`:, RFP 2019-001-WG 31 ATTACHMENT D INSURANCE REQUIREMENTS V APPENDIX F MIAMIBEACH Insurance Requirements 2019-001 -WG EMERGENCY MANAGEMENT ADMINISTRATIVE SUPPORT SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2019-001-WG 32 I I MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the consultant is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. Professional Liability Insurance in an amount not less than $1,000,000 with the deductible per claim, if any, not to exceed 10%of the limit of liability. XXX 6. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 7. Other Insurance as indicated: Builders Risk completed value $ .00 • Liquor Liability $ .00 Fire Legal Liability $ .00 _Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 8. Thirty(30) days written cancellation notice required. XXX 9. Best's guide rating B+:VI or better, latest edition. XXX 10. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. RFP 2019-001-WG 33